This position is in the Education department at the at Central Virginia Healthcare System (CVHCS). The incumbent will serve as a point of contact with direct administrative responsibility for the tuition and scholarship reimbursement program function for the facility.

Duties

Duties include, but may not be limited to the following: Tuition and Scholarship Reimbursement Works closely with Fiscal Service to operationalize the budget managed through FCPs managed by Education Services. Responsible for communicating with service line Points of Contact (POC) to accurately record and document tuition requests submitted through LEAF and/or other formal processes. Responsible for the preparation and timely submission of numerous and diverse tuition requests. Expert in interpreting national, internal, and external conference policies and regulations. Exercises good judgement in applying guidelines and policies. Incumbent is in direct communication with the Executive Leadership Team (ELT) in reviewing tuition guidelines and providing clarification as needed. Responsible for entering 1358's to pay reimbursements for tuition reimbursement, scholarship programs, and increasing or decreasing the obligations as necessary throughout the fiscal year. Ensuring payments to individuals are completed in a timely manner and for tracking aged orders for the FCPs linked to the scholarship and tuition programs. Micro Purchases Responsible for entering and tracking 2237's for purchasing of supplies, equipment, and services needed for all projects and programs within Education Services. Complete the process to acquire supplies and services under the micro purchase threshold of ($10,000 for supplies/commodities and $2,500 for services) to support training needs. Determine the appropriate procedures to obtain goods and services that fulfill the requirement, meet the delivery schedule, provide the best price, and conform to acquisition regulations. Work closely with the Deputy Associate Chief of Staff for Education/Designated Learning Officer (DLO) and Administrative Officer (AO) by communicating, purchasing, and tracking orders under the micro purchase threshold for the Education service. G-Invoicing Serves as the G-Invoicing Order Manager and/or Performance Manager. G-Invoicing responsibilities would include order preparations such as entering the associated 1358 B #, creating the order, and other administrative functions as required. Contracting Work closely with the DLO and AO to obtain appropriate quotes from approved vendors, closely following contracting regulations on purchases over the micro threshold. Responsible for ensuring that the funds are available to cover each contracting request. These requests may include requests for equipment, personnel support/services, and maintenance agreements. Fiscal and Record Keeping Develops weekly, monthly, and quarterly cost ceilings while maintaining running control of funds to ensure that accounts are within authorized levels. Establishes and maintains effective electronic records and works with the AO to ensure that smooth patterns of work patterns and information flow meet the needs of the service. Program Improvement, Policy Development, and SharePoint Maintenance Maintain and update the Tuition SharePoint site and will make modifications based on local and national policy changes. Create training tools to assist CVHCS staff with the tuition reimbursement process and is the main POC for fielding questions related to tuition reimbursement. Timekeeping and Payroll Responsible for the daily and weekly payroll process, for the Education TL unit. Updating payroll records on a regular basis, employee training on payroll processes, and the accountability of online payroll submission by employees. Make payroll updates in the system and/or work with the payroll department and/or Human Resources to ensure that employee records are up to date and accurate on a regular pay period basis. Responsible for checking employee schedules in AcuStaf daily and ensuring that information from AcuStaf is recorded in correctly in VATAS. Responsible for ensuring the accuracy of the timecards based on the information placed in AcuStaf. Responsible for the accurate allocation of overtime hours and ensure the appropriate documentation is completed to ensure overtime hours are allocated to appropriate service lines. Work Schedule: Monday-Friday,7:30 AM - 4:00 PM (Hours may vary depending on department need.) 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. Ad Hoc basis Position Description/PD#: Program Support Assistant/PD014810 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized PCS Appraised Value Offer (AVO): 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, 01/13/2025. 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: Gathering and evaluating information and identifying operational issues related to the tuition and scholarship reimbursement program function. Makes recommendations toward resolution of identified problems which hinder the effectiveness and efficiency of the program function. Assignments with processes or methods involving a broad range of customers. You will be rated on the following Competencies for this position: Contract AdministrationControl of FundsCost Estimation and AnalysisTechnical CompetenceTechnology Application 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. Typically, the person in this position may sit comfortably to do the work. However, there may be some walking, standing, bending and carrying of light items like papers or books. No special physical demands are required to perform the work.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 Central Virginia VA Health Care System 1201 Broad Rock Boulevard Richmond, VA 23249 US
• Name: Ashlee Jaynes
• Phone: 619-630-8339
• Email: [email protected]