The Program Support Assistant (Office Automation) provides administrative and secretarial assistance to the Chief of the PM&RS of this tertiary, multi-division, Boston University, Harvard and Tufts affiliated, teaching Physical Rehabilitation Service in West Roxbury, MA. This position also serves as the assistant to the Health System Specialist (HSS) and Administrative Officer (AO) of the PM&RS as well as back up to the AO.

Duties

***THIS IS NOT A VIRTUAL POSITION, YOU MUST LIVE WITHIN OR BE WILLING TO RELOCATE WITHIN A COMMUTABLE DISTANCE OF THE DUTY LOCATION*** Major duties include, but are not limited to: Direct all administrative functions of the various Student Programs and the various Residency Programs. Coordinate the collection of all documentation needed to meet the VA, CARF and Joint Commission's requirements for residents and trainees. Maintain and update as necessary the rotation schedules and on call schedules for the residents. Maintain a spreadsheet of all residents and students for future use. Create, distribute and collect surveys completed by residents rating their experience within PM&RS. All data collected is interpreted and given to upper management for review. Receive orders from staff, order, receive and distribution of the ergonomic equipment for employees that is requested by a therapist through the ergonomic evaluation process. Order equipment as needed, monitor requests to insure employees are receiving the items in a timely fashion, and also monitors the service's budget allocation for this program and requests adjustments as needed through the use of a spreadsheet maintained by purchase agent. Perform secretarial duties. Coordinate weekly and monthly service meetings. Prepare agenda, coordinates attendance and takes meeting minutes. Provide support and assistance to PM&RS staff and personnel for various program requirements such as education reimbursement requests, department keys to access facility and, pager request to telecommunications. Prepare and oversee the allocation of travel fund requests. Place purchase orders for PM&RS which include needed medical supplies, office supplies and equipment for the PM&RS service through the credit card system and/or through the Purchase Requests. Obtain quotes from vendors, and inputs Requests into the DHCP system for review in Logistics/Contracting. Function as the backup Applications Coordinator for the PM&R Service. Perform other duties as assigned. Work Schedule: Monday - Friday, 8:30am until 5:00pm Recruitment & Relocation Incentives: Not authorized Critical Skills Incentive (CSI): Not approved 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.

Requirements

Qualifications

TYPING PROFICIENCY: This position requires the skills of a qualified typist. In addition to meeting the experience and/or education requirements, you must be able to type at least 40 words per minute. AND EXPERIENCE: At least one (1) full year of specialized experience equivalent to at least the next lower grade level (GS-6) in Federal Service that has given you the knowledge, skills, and abilities necessary to perform the duties of a Program Support Assistant (Office Automation) GS-7. Specialized experience is experience providing secretarial or administrative support where you were responsible for performing a full range of standard administrative and assistant assignments to support the administrative functions of an office or program; purchasing medical supplies, office supplies and equipment, maintains purchase orders, invoices, receiving orders, and managing an office budget; utilizing a variety of computer applications to perform word processing, spreadsheet, and databases functions, including proficiency with Microsoft Word, PowerPoint, and Excel. This experience must be detailed in your resume to receive credit. You will be rated on the following Competencies as part of the assessment questionnaire for this position: Employee DevelopmentPrinciples of FinanceTeaches OthersTechnical Competence IMPORTANT: A full year of work is considered to be 35-40 hours of work per week. All experience listed on your resume must include the month and year start/end dates. 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. 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; religious; 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. Physical Requirements: The work is somewhat sedentary. However, walking, bending, reaching, and carrying of items such as purchase files, medical files and reports are required. Commuting between Medical Center divisions and affiliated institutions is sometimes required. Work is performed in an office setting and requires traveling among the main campuses as needed. 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 VA Boston Healthcare System 940 Belmont Street Brockton, MA 02301 US
• Name: VHA National Recruitment Center
• Phone: (844)456-5208
• Email: [email protected]