Program Support Assistant (OA) - Veterans Affairs, Veterans Health Administration

Summary The Program Support Assistant serves as the service's liaison to Medical Administration Service, Finance/Payroll, Human Resources, Police Services, Clinical Informatics, Environmental Management Service, Veterans Canteen Services, Information Resource Management, University of Florida Department of Medicine, and the Chief of Staff, for assigned projects, requests, and needs of Medical Service at the Malcom Randall Department of Veterans Affairs Medical Center. Responsibilities Major duties includes, but are not limited to: Accountable for timekeeping and clerical support to the service, consisting of 300 FTEE across 2 locations within 11 sections. Actively reading and responding to telephone calls, mail, and electronic mail on a daily basis. Directing messages, visitors, and phone calls to appropriate staff members based on request. Typing memoranda, clinic cancellation requests, supply ordering, and submitting work orders and other VA forms as necessary. Responsible for the in-processing and termination for assigned house staff at the beginning/end of each academic year. The process includes complex coordination with various VA departments and the academic affiliate (University of Florida) to gain security clearance, network and medical record access, PIV badges, training documentation, identification credentials, remote access, and prescribing authority. Planning and coordinating house staff orientation on an annual basis, to include: agenda, resident handbook, and in-processing requirements. Coordination includes; auditorium space reservations, time, media equipment, handouts, guest presenters, Human Resources orientation, Veterans Canteen Services, and Facilities Management. Planning, developing, and executing a system for providing required reports, including but not limited to: Encounter Action Required Report, Consult Toolbox, VATAS, Clinic Availability, Service Consults Pending Resolution, Workload, etc... This includes recognition of recurring reporting needs, verification and validation of the information contained in reports, and timely response to special reporting requirements. Responsible for consult management business rules compliance within assigned sections. Maintaining time and subsidiary leave records for Title 5, Title 38, and Hybrid 38 employees within Medical Service. Serving as the liaison between the MRVAMC and academic affiliate in resolving administrative and IT issues for faculty and house staff. Coordinating call schedules and coverage within assigned sections. Monitoring and updating SharePoint site with current call schedules, conference schedules and other general information. Record Liaison Officer for Medical Service by Chief of Medicine. Official representative of program, services and product lines, and responsible to the Facility Records Officer for full implementation of the Records Management Program within Medicine. Participating in the management of service resources, including personnel, supplies, equipment, and space, by assisting in the preparation of proper justifications, support documents, or necessary proposals. Serving as Information Manager (IM/ADPAC) for Medical Service. Preparing and submitting Electronic Permission Access System (ePAS) and provisioning requests and tracks to completion. Completing new user set-ups and modifications. Incumbent is the primary liaison between the Office of Information Technology (OIT) specialists (NF/SG and National Service Desk Region 3) and to Health Informatics Specialists (HIS) for requirement definitions, troubleshooting, and problem resolution. Serving as Personal Identity Verification (PIV) manager for Medical Service. Preparing and submitting new and replacement ID badge requests in the PIV system. Resetting PIN numbers for ID badge holders. Managing and maintaining Emergency management process and notification system within assigned sections. Independently monitoring and preparing ongoing reporting requirements including performance metrics, VISN and National Action Items, quality measures within assigned sections, physician profiling, training deficiencies, competency folder requirements, and all other requests from Service and facility. Work Schedule: 8:00 a.m. - 4:30 p.m.; Monday - Friday 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 Support Assistant (OA)/PD05693A and PD05693A Relocation/Recruitment Incentives: Not authorized Critical Skills Incentive (CSI): Not approved Permanent Change of Station (PCS): Not authorized Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job Selective Service Registration is required for males born after 12/31/1959 You may be required to serve a probationary period Subject to background/security investigation Selected applicants will be required to complete an online onboarding process Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) - See "Additional Information" below for details. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/07/2024. 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-06 position you must have served 52 weeks at the GS-05. 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. Typing Requirement: This position has a typing requirement of 40 words per minute. 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-05 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Serving as the primary timekeeper. Consulting management and distributing reports. Receiving phone calls, e-mails, personal inquiries, and other correspondence. Facilitating the organization of patient care through communication with providers, nursing staff, etc. Functioning as the Information manager (preferably including ePAS entry and PIV assistance). Serving as the records liaison, to include appropriate storage/filing, disposition, and retrieval of records. You will be rated on the following Competencies for this position: Clerical Customer Service Technology 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 usually sedentary, but it typically requires walking, standing and bending, and may require carry of light items such as books, papers, instruments, lap tops, and other similar materials. 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. Additional Information Receiving Service Credit or Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. This job opportunity announcement may be used to fill additional vacancies. Pursuant to VHA Directive 1193.01, VHA health care personnel (HCP) are required to be fully vaccinated against COVID-19 subject to such accommodations as required by law (i.e., medical, religious or pregnancy). VHA HCPs do not include remote workers who only infrequently enter VHA locations. If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date. The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required accommodation from this requirement using the reasonable accommodation process. If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement. Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.