The Management and Program Assistant for Facility Management Service at VA Caribbean Healthcare System provides continuous business oversight for software programs integral of the overall administration and operations of the business, and effects programmatic changes at the service level. The position determines the efficiency of computer programs in meeting established facility operations information requirements.

Duties

DUTIES INCLUDE, BUT NOT LIMITED TOO : Develops, establishes and implements administrative qualitative standards. Maintains records, prepares project administrative and statistical reports. Monitors compliance with review process, and program requirements. Trains staff in organization principles and technical uses. Collects data and performs continuous evaluation and analysis for reporting and project purposes. Develops data capture tools, techniques, and reporting procedures. Researches, identifies, and discusses problems and implements remedial action to be taken. Recommends and implements amendment of service programs. Contributes to the planning, discussion and interchange of data used to make decisions, commitments, or recommendations. Assists leadership in the preparation of staffing actions. Enters requests via such portals as the Electronic Permission Access System (EPAS), VISTA, HR Smart, etc. Process IT requests for email address for new employees or activating accounts. Monitors computer programs, software, and hardware for efficiency in meeting established operations and recommends change in data flow, sources of input, report formats, and calculations to satisfy information needs. Plans initiatives for hardware and software needs for the service. Accepts requests for system changes, conducts research to determine validity of requests, refines the information provided, and prepares specifications for computer specialists to use in programming, testing, and implementing changes in automated engineering and facility systems. Selective Placement Factor: (1) Must be proficient in spoken and written English. (2) Must be proficient in spoken Spanish. Work Schedule: Monday - Friday 7:30 a.m. - 4:00 p.m. Virtual: This is not a virtual position. Position Description/PD#: Management and Program Assistant/PD133830 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Authorized

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/08/2024. 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-07 position you must have served 52 weeks at the GS-06. 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 as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade (GS-06) in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Maintains records, prepares project administrative and statistical reports. Coordinates ongoing data collection and performs analysis to determine optimal organizational performance. Uses available data to determine current performance and develops and implements local performance measures as needed to assess status and determine areas targeted for improved effectiveness and efficiencies. Researches problems that impact the quality and efficiency of service operations. Ensures program requirements are met and planned actions have been initiated and are effective, recommending and implementing amendment of service programs where necessary. Assists in the preparation of staffing actions needed for submission in HR related applications (HR Smart/Manager Self Service). Enters Electronic Permission Access System (EPAS) portal requests. Processes IT requests for email address for new employees or activating accounts. Monitors computer programs, software, and hardware to determine their efficiency in meeting established service operations; and recommends change in data flow, sources of input, report formats, and calculations to satisfy the service information needs. Plans initiatives for hardware and software needs for the service. Accepts requests for system changes, conducts research to determine validity of requests, refines the Information provided, and prepares specifications for computer specialists to use in programming, testing, and Implementing changes in automated systems. Responsible for the preparation and implementation of the business contingency plans for system failure. Prepares IT request for repair of equipment, installation of software and equipment, replacement, and configurations. Serves as Education Service Program Administrator and Coordinator. Manages and administers the Education Management System, currently called Talent Management System (TMS). Oversees the completed education and training is recorded and ensures employee's educational hours are applied to their profile account accordingly. Produces reports and identifies areas of improvement to meet organization educational goals and requirements. Assist with the coordination, planning, implementation, and training for service and facility staff in business and functional areas for various information technology VISTA packages, e. g. Automated Engineering Management System/Medical Equipment Reporting System (AEMS/MERS). Provides training for individual users on daily operational tasks and trains new users. Trains service employees and facility employees in the use of service programs. Prepare and maintain updated report as required by Supervisor (Education, staffing, etc). Gather data and prepares presentation on various topics (training, projects, etc.). Assign VISTA menu and/or Work Order System menu for Service and Facility employees. You will be rated on the following Competencies for this position: Administration and ManagementComputer SkillsCreative ThinkingPlanning and EvaluatingProblem Solving 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: Regular and recurring work is mostly sedentary involving sitting at a desk, although the position requires the ability to move from one geographic location of the facility to another. The incumbent works with a computer screen and keyboard. Some physical effort such as standing, walking, bending or prolonged sitting may be required. The incumbent may be exposed to walking to outlying areas. The work places no special physical demands on the employee. 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

There is no educational substitution at this grade level.

Contacts

• Address San Juan VA Medical Center 10 Calle Casia San Juan, PR 00921 US
• Name: Miguel Viera-Rodriguez
• Phone: 787-641-7582
• Email: [email protected]