Veterans Affairs, Veterans Health Administration Program Support Assistant in San Antonio, Texas
The primary purpose of the position is to serve in the capacity of program support assistant to the Supervisory Management Analyst and support the day to day operations of their assigned sections as well as the Surgical Service in general.
The incumbent works closely with the Supervisory Management Analyst, Subspecialty Chiefs, the Administrative Officer (AO) and the Chief of Surgical Service. The incumbent provides key day to day support of Surgical Service to include clerical duties such as meeting minutes, mailings, faxing, reception, in addition to more advanced responsibilities such as timekeeping, purchasing, clinical and research data collection at multiple sites, equipment management, support of Human Resource (HR) and Medical Staff Office (MSO) processes, and interfacing with patients by phone and face to face. In addition, Surgical Service has both professional as well as managerial/financial responsibilities.
Data Collection and Tracking Support
The incumbent applies clerical and technical procedures, methods, and techniques in the collection, compilation, and/or tracking of data and statistical information in support of program operations. Familiarity with ADP systems, internet, tempo, and standard VA surgery packages to enter, correct, retrieve information, compile reports, produce charts, and graphs or monitor project or program information. Incumbent is skilled in compiling ready available data from a variety of sources and ability to recognize and correct obvious discrepancies and data omission. Works independently to organize office procedures, by identifying required resources, and devising actions to improve and meet goals and objectives, such as records, directives, mail, or forms management systems.
The work requires a practical knowledge of the purpose of the medical profession, indepth knowledge of VA and Surgical Service mission and policies, VA's commitment to the veteran and the agency programs and activities associated with this commitment. In addition, the incumbent must have basic knowledge of management principles and processes as well as the ability to analyze and evaluate methods and techniques for assisting the Surgical Service Chief, Administrative Officer and Supervisory Management Analyst in solving problems that may arise.
Incumbent will function as an assistant APAC for the Surgical Service and is responsible for handling day to day computer malfunctions for the staff, route memos and act as manager for Personal Identity Verification (PIV), and attendance of ADPAC meetings when primary ADPAC is not available, analyzing the needs of the Service and providing this in writing to the Surgical Service Chief, Administrative Officer or Supervisory Management Analyst, obtaining security codes for staff, and handling all moves or installation of computers. Serves as administrator for the Talent Management System (TMS).
The incumbent also is responsible for scheduling non-patient appointments, drafting memos and creating reports associated with assigned projects and programs. Most of the daily gathering of information is necessary to ensure performance measures are met in a timely manner. In addition, monitoring the reports also ensures proper compensation is generated from the services provided by clinicians. This position will entail performing a wide range of activities that change periodically due to a variety of factors. Work Schedule: Monday-Friday, 7:00-3:30 or 730-4:00 or 8:00-4:30
Telework: Not Available
Virtual: This is not a virtual position.
Position Description/PD#: Program Support Assistant/PD03794A
Relocation/Recruitment Incentives: Not Authorized
Financial Disclosure Report: Not required
Conditions of Employment
To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/09/2021. 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. 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: knowledge of management principles and processes as well as the ability to analyze and evaluate methods and techniques ; knowledge of the basic skills and understanding of the methods and techniques of management/program analysis and program support as well as the resource requirements; apply basic data gathering methods, such as collecting information from an array of computer programs, reports and documents; organize, write and prepare clear, concise reports that describe the data collection techniques and other processes and procedures used, conditions of management or program operations and problems encountered; skilled in operation of a PC, knowledge of MS Office programs, copy machine, facsimile machine and telephone/intercom. You will be rated on the following Competencies for this position:
ClericalManages and Organizes InformationOrganizational AwarenessSelf Management 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: Work is mostly sedentary with some walking, bending, standing in completing various
stages of the daily tasks and carrying of light objects such as supplies and documentation manuals and records. There will be some lifting and transferring of baskets or boxes of supplies and records weighing more than 15 pounds. 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/.
There is no educational substitution at this grade level.
The Career Transition Assistance Plan (CTAP) provide eligible displaced Federal/VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/. Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion. The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement. Management may use any one or any combination of these methods to fill the position. It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment. This job opportunity announcement may be used to fill additional vacancies. Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members. For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document. If you are unable to apply online view the following link for information regarding an Alternate Application.