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Summary The Program Support Assistant position provides administrative support for the Nurse Managers, Community Living Centers (CLC) and the Geriatrics and Extended Care (GEC) Committee, and Erie V AMC Nursing Services. The incumbent manages all office activities and provide administrative/clerical support to the Nurse Managers of the CLCs GEC Committee, QAPI, unit-based committees and Pathways to Excellence (PTE) activities. Responsibilities Work Schedule: Monday - Friday 7:30am-4:00 pm Position Description/PD#: Program Support Assistant/PD025980 Major Duties Include but not limited to: Coordinate the timely completion and submission of all action items due for the CLC and committees as noted. Coordinate and schedule interviews for job candidates for the CLC. Analyze data, compilation, collection, reports and provide program support and administrative assistance to the CLCs and GEC Committee. Resolve problems associated with the data analysis, administrative and clerical work of the office. Provide a complete range of program support which includes customer service coordination, scheduling appointments for the Geriatric Evaluation Management (GEM) clinic Managers through appropriate channels, data analysis, graphing, key control, and timekeeper duties for the CLCs. Maintain and manage completion of employee time cards. Serve as GEC Automated Data Processing Application Coordinator (ADP AC). Assist in collection, compilation and/or tracking of data and statistical information in support of the organization's GEC operations. Perform a basis analysis of the data and generates a variety of reports. Review documents, reports and ensure data entry is complete and accurate. Maintain automated system of GEC specific data to track items such as project progress reports, compliance strategies etc. Maintain a variety of files for administrative and professional activities including VA Central Office (V ACO) directives, local directives and policies, administrative and policy manuals, reports, Joint Commission on Accreditation of Healthcare Organizations (JCAHO), Office of Inspector General (OIG), and the Long-Term Care Institute (LTCI). Perform work related to the acquisition and/or development of program information and resource materials/personnel to support the policy development and/or technical activities of the organization. Perform a variety of administrative duties. Coordinate the timely completion of all meeting minutes and maintains tracking of approvals and committee minutes and agendas. Integrate several types of software to generate specific working documents and forms such as spread sheet, database, word processing, graphics and other similar products. Selects appropriate system, application and format. Prepare materials for publications such as pamphlets, forms, graphs, technical manuals or comparable items. Schedule appointments, coordinate meetings and/or schedule conferences for Managers. Compressed/Flexible: Not available Virtual: This is not a virtual position. Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved 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 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, 06/27/2024. Qualifying Placement Factor (QPF) Administrative and Clerical Experience preferred. You may qualify based on your experience and/or education as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-04 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Maintains and manages completion of employee time cards, Uses software applications to draw information to prepare/assist in preparation of reports. Performs proficient clerical support, ensuring appropriate administrative processes are maintained.; Provides general telephone and visitor referral services; Prepares, composes, or reviews correspondence prepared for the purpose of obtaining or supplying information; . OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have completed 4 years above high school in any field for which high school graduation or the equivalent is the normal prerequisite. This education was obtained in an accredited business, secretarial or technical school, junior college, college or university. Transcripts are required. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond 60 semester hours (2 years) is creditable. If you qualify by a combination, your experience must be detailed in your resume and transcripts are required. You will be rated on the following Competencies for this position: Communications Computer Skills Customer Service Self-Management Teamwork 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 employee 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, etc. No specific physical demands are required to perform the work. Work Environment: The work environment involves everyday risks or discomforts which require normal safety precautions typical or such places as offices, meeting and training rooms or other hospital areas. The work area is adequately lighted, heated and ventilated. May require occasional travel and may be to locations that may present as uncontrollable environments. 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 A transcript must be submitted with your application if you are basing all or part of your qualifications on education. Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: https://sites.ed.gov/international/recognition-of-foreign-qualifications/. 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. 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/. 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.