at Veterans Affairs, Veterans Health Administration in Chicago, Illinois, United States
Job Description
Summary This position is located in Whole Health Service at the Jesse Brown VA Medical Center, Chicago, IL a 1b facility. This Program Support Assistant provides project coordination support at the local facility level. The position will assist and carry out work for various projects and create reports from data collected from VISTA and the National Dashboards demonstrating our implementation of the Whole Health (WH) System progress. This position will report locally to the Whole Health Program Manager. Responsibilities Serves as a point of contact to provide expert explanations of requirements, regulations, and procedures and to resolve operational problems. Responds to requests for information concerning Whole health functions and may personally prepare/give responses or information by utilizing various information portals such as SharePoint sites and National dashboard Data metrics. Screens correspondence closely to determine priorities and appropriate distribution within the department. Screens calls and visitors routing to appropriate Whole Health personnel and routinely answers inquiries without referral. Schedules appointments and meetings upon own initiative based upon personal knowledge of workload and current issues of importance. Maintains departmental management files in accordance with guidelines provided by Central Office. Establishes and maintains an accurate and complete set of VA regulations. Compiles and analyzes a variety of data for reports (both scheduled and non- scheduled) and drafts and submits these reports on a monthly, quarterly, and annual basis. Summarizes and transcribes Whole health staff meetings for individual and/or combined campuses such as clinical meetings, employee meetings, and safety meetings, etc., determines significant information and conducts/prepares follow-up actions as necessary. Assists in maintaining and coordinating the procedures and paperwork associated with the Quarterly reports and maintains the internal Dashboard. Maintains operation of office equipment such as fax machine, copy machine, etc. Evaluates office systems and procedures and makes recommendations to improve efficiency and productivity. Primary timekeeper is responsible for the preparation and timely submission of time and attendance reports as well as being a resource for inquiries concerning timekeeping from service personnel when questions arise. Assists with reports to support for the many facets of quantitative and qualitative health services research. Assists with data collection activities. Assists with all logistical aspects of planning and executing WH Training held locally and virtually and assists with all logistical aspects of planning and executing WH Training held locally and virtually. Performs other duties as assigned. Work Schedule: Monday – Friday – 8:00am – 4:30pm Telework: This position may be authorized for telework. (AD-HOC ONLY) Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD21181O Relocation/Recruitment Incentives: 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, 06/02/2023. MOST CURRENT SF-50 (YEAR 2023) MUST BE SUBMITTED WITH YOUR APPLICATION PACKAGE. FAILURE TO DO SO WILL DISQUALIFY YOU FROM FURTHER CONSIDERATION. 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. NOTE: SPECIALIZED EXPERIENCE MUST BE WELL DOCUMENTED IN YOUR RESUME. FAILURE TO DO SO WILL DISQUALIFY YOU FROM FURTHER CONSIDERATION. 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: Experience with timekeeping; Summarizes and transcribes clinical, employee, safety meetings; Experience where you were responsible for providing administrative support; collecting, compiling and tracking data and information; processing documents and reports; establishing, updating and maintaining office files and records; performing automation duties using such software applications such as word processing, spreadsheet, electronic mail, desktop publishing, calendar, database and/or graphics; answering telephones, referring visitors, and providing information. Preferred Experience: Knowledge and proficiency in using PC associated software including Excel, PowerPoint, Microsoft Word, Publisher, TEAMS, and Pyramid Analytics. (Please make sure this is in your resume to qualify). You will be rated on the following Competencies for this position: Administration and Management Communications Computer Skills Customer Service (Clerical/Technical) Technical Competence 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 may involve occasional travel. The work is sedentary. Typically, the position sits comfortably to do the work. However, there may be some walking, standing, bending, carrying of light items such as papers, books or driving an automobile. No special physical demands are required to perform the work. May be required to wear personal protective equipment if applicable. 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 ed
