The position is located in the Medicine Service at the Albany Department of Veterans Affairs (VA) Medical Center. The purpose of the position is to perform functions that include administrative management, human resources management, budget and contract management, office support services, improvements studies, and a variety of related administrative matters in support of the Departments of Medicine and Specialty Care.

Duties

Administrative Support The incumbent along with the Administrative Office of the Service, manages and provides specific program and administrative support functions for the Departments of Cardiology, Endocrinology, Gastroenterology, Neurology, Rheumatology, Infectious Disease, Dermatology, Hospitalists, Pulmonary/Critical Care, Nephrology, Hematology and Respiratory Therapy. Oversees a variety of administrative support functions and projects, including the distribution and dissemination of incoming mail, all electronic correspondence, internal controls, records management, publication and forms management and timekeeping. Directs administrative support services to ensure inquiries, correspondence, and actions for the area of responsibility are addressed appropriately. Prepares agendas, manages logistics, (reserves rooms, sends meeting invites, etc.), completes minutes and participates as an active member providing substantial knowledge and information on program principles, concepts, policies, and objectives. Handles emergent issues of an administrative nature related to patient concerns, involving Department Chiefs and Managers as necessary. Resolution of such issues involves coordination with administrative officers and managers from other departments within the facility. Solves problems independently and coordinates with staff throughout the Service related to patient care. Administrative Management Provides direct support to the Service Chief to include analyzing, evaluating, advising, and coordinating systems and operations with designated Sections. Performs data analysis and prepares reports on workload, patient care referral programs, personnel utilization, work schedules and overtimes. Monitors the effectiveness of programs, evaluating and identifying problem areas and implementing and initiating corrective action when appropriate. Manages incoming residents, interacts with the Education Office, tracks resident schedules, maintains resident timecards, coordinates onboarding, and works with preceptors to ensure the program is properly managed. Handles and resolves patient complaints within the appropriate scope of responsibility. The incumbent is a highly visible member of the healthcare team and works with all levels of management and professional staff daily, participating in discussions regarding policy issues, resource allocation, system problems and coordination of services. Incumbent may be called upon to investigate and report on special assignments and projects. Positive communication is a priority in patient care. The incumbent must be able to speak clearly, in person or telephonically, one-on-one or to a group. Must maintain responsibility for what is communicated. Human Resources and Contracting Incumbent acts as the liaison with the Human Resources office concerning personnel-related matters. Drafts and reviews all contract proposals and agreements to assure accurate budgetary and administrative arrangements. Audits contract invoices for accuracy in services rendered, dates, etc. Provides advisement to management on contracting and procurement policies and issues. Performs budget execution functions to ensure expenditures are consistent with budget formulation plans as the fiscal year progresses for designated Sections within the Medical Service. Administrative Policy and Procedure Implementation Interprets administrative policies, develops, and implements local policies, defines administrative requirements, and provides advice on requirements, maintains administrative systems, and prepares administrative documents. Interprets administrative policies, develops, and implements local policies, defines administrative requirements, and provides advice on requirements, maintains administrative systems, and prepares administrative documents. Conducts studies and evaluations to improve administrative processes. Research policies as needs for the purpose of problem solving and to ensure compliance. Remains up-to-date and familiar with all policies and procedures relevant to specific Sections within the Medical Service and general familiarity to policies and procedures relevant to the entire Medical Service. Work Schedule: Monday-Friday, 8:00am-4:30pm Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Program Specialist/PD37156O Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/23/2024. Time-In-Grade Requirement: Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement. For a GS-09 position you must have served 52 weeks at the GS-07. The grade may have been in any occupation, but must have been held in the Federal service. An SF-50 that shows your time-in-grade eligibility must be submitted with your application materials. If the most recent SF-50 has an effective date within the past year, it may not clearly demonstrate you possess one-year time-in-grade, as required by the announcement. In this instance, you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade. Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment. You may qualify based on your experience and/or education as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade (GS-07) in the Federal Service, that is directly related to the work of the position and has equipped me with the particular knowledge, skills and abilities to successfully perform the duties as a Program Specialist. Specialized experience would typically include but are not limited to: assisting with administrative issues; planning and preparing for meetings including scheduling, mailings, travel and lodging arrangements; maintaining calendars; providing agendas; preparing responses to correspondence; scheduling appointments and meetings; answering phones; tracking time and attendance; and maintaining all paper and electronic files. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a master's or equivalent graduate level education or two full years of progressively higher level graduate education leading to such a degree or LL.B. or J.D., in a related field of the position to be filled. Education at the graduate level must have been obtained in an accredited college or university and must demonstrate the knowledge, skills, and abilities necessary to do the work of this position.(Transcripts required) OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and graduate level education education (in excess of the first year or 18 semester hours). You will be rated on the following Competencies for this position: Administration and ManagementCustomer ServiceData ManagementKnowledge ManagementPersonnel and Human Resources Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience. Note: A full year of work is considered to be 35-40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment. Physical Requirements: The work is sedentary. It occasionally requires carrying of light objects such as files, books and papers; some walking, standing, and bending. No special physical qualifications are required. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/.

Education

A transcript must be submitted with your application if you are basing all or part of your qualifications on education.

Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.

Contacts

• Address Samuel S Stratton VA Medical Center - Albany 113 Holland Ave Albany, NY 12208 US
• Name: Sarah Cassidy
• Email: [email protected]