Admin Support Asst (OA)
Veterans Affairs, Veterans Health Administration Madison, WI
admin admin support medical veterans education management administrative data personnel volunteer vacancies officer coordination
March 16, 2023
Veterans Affairs, Veterans Health Administration
Summary This position is located in the Medical Service at the William S. Middleton Memorial Veterans Hospital, Madison, Wisconsin. The incumbent works under the general supervision of the Designated Education Officer/Associate Chief of staff for Education but functions independently on a day-to-day basis. Incumbent is responsible for independently developing work assignments, priorities, and internal systems for managing office operations. Responsibilities Major Duties: Provides administrative support to the Designated Education Officer/ACOS-E and acts as an educational coordinator between attending physicians, residents, fellow(s), medical students and institutional and regulatory administrative offices Coordinates the hospital's medical educational programs, including assisting in the coordination of residency training programs and serves as liaison between the University of Wisconsin and the Madison VA Hospital Demonstrate initiative, resourcefulness, and problem-solving skills in applying a detailed knowledge of the responsibilities, functions and underlying management structure of the departments and of the larger institution in organizing and independently prioritizing work, establishing procedures and systems and ensuring the orderly and timely flow through the office Responsible for the coordination of and preparation for accreditation site visits for the residency programs, maintaining compliance with accreditation guidelines at all times, and appropriate reporting regarding accreditation matters; preparation of reports for numerous medical organizations on a routine basis; development of new procedures in response to new or revised policies issued by governing agencies or ACOS-E Compiles and tabulates data for surveys, questionnaires, census reports, accreditation reports and order forms and documents required by internal and external agencies Resolve administrative and logistical problems and transactions collaborating with the varied agencies and institutions Prepares check requests, travel authorizations, expense reports, fund reimbursements and prepares a balance sheet of all disbursements to the Education, Travel and Fiscal Departments Handles highly confidential material for medical group, residency, fellowship, and institution Maintain resident and fellow personnel files, confidential correspondence, and teaching and performance evaluations Work Schedule: Full-Time; Monday-Friday 8:00 am to 4:30 pm Compressed/Flexible: Not Available Telework: Not Available Virtual: This is not a virtual position. Position Description/PD#: Admin Support Asst (OA)/PD12059O Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment. Applicants who refuse to be tested will be denied employment with VA. 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 and Coronavirus Disease 2019 (COVID-19) Vaccination programs are requirements for all Department of Veterans Affairs Health Care Personnel (HCP) Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/28/2023. 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: Experience with computer applications such as word processing, spreadsheets, telecommunications, graphic presentations, and databases. Experience researching files, manuals, regulations, policies, and other information as requested. Experience with scheduling and calendar management. Experience with medical terminology, medical documents, and medical filing. Typing Proficiency: This position requires a typing proficiency of at least 40 words per minute (WPM) based on a 5 minute sample with 3 or fewer errors. Are you able to type at least 40 WPM based on a 5 minute sample with 3 or fewer errors? You will be rated on the following Competencies for this position: Attention to Detail Clerical Customer Service (Clerical/Technical) Manages and Organizes Information 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 is mostly sedentary in nature; however some walking, bending, standing, climbing, lifting and carrying of small items is required in performing duties. 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 The Interagency Career Transition Assistance Plan (ICTAP) and 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 or need to fax a document you do not have in electronic form, view the following link for information regarding an Alternate Application.
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