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Summary This Program Support Assistant position is located within the Geriatrics and Extended Care service at the White River Junction VA Healthcare Center located at White River Junction, Vermont. This position is full-time at 40 hours per week. Responsibilities The Program Support Assistant independently manages the administrative functions of staff and programs, coordinates care with VA patients and non-VA facilities. The position performs work in direct support the Service Line Managers and Program. The position provides clerical/administrative, assistant and technician support from within an Administrative office. Duties include but are not limited to: Performs work in support of general management and /or program analysis functions in which knowledge of the purpose, operation, methodology, and techniques characteristics of specific management/program analysis function is required. Word processing, control point for Medicine Service, electronic mail, advanced levels of levels of CPRS, Microsoft SQL software, Adobe Pro, and SharePoint design and maintenance. Performs work supporting the study of organizations, including work related to surveys conducted to access organizational performance. Provides clerical assistance and technical support within the Service Line and duties including, but not limited to, being the main point of contact for Records Management, assisting the Administrative Officer as a liaison between service line and human resources, preparing emergency equipment requests, completing and approving Micro approval requests, maintaining the Equipment Inventory List (EIL) and performing annual physical inventory checks of the Service Line equipment. Maintains the service emergency call back list, managing service line key distribution and collection, maintaining office equipment, developing spreadsheets to facilitate personnel management recruitment, maintains the services daily appointment meeting calendar, serving as the control point manager, control points for ordering service line supplies, assisting the Administrative Officer and Credentialing office in preparing VETPRO documentation to ensure that all new licensed staff are properly credentialed, and assisting the Service Line Manager with preparation and tracking of annual proficiencies, pay for performance, periodic performance evaluations and physical pay panels. Obtains, organizes, files and retrieves reports, correspondence, and numbered data for the use in preparing status reports, briefing, and representations. Monitors daily workflows/processes to determine or identify any potential problems areas in day-to-day operations and makes recommendations to improve these services to VA WRJ Administrative Leadership when necessary. Assists Service Line Leadership in Human Resources with the following, but limited to, acting as the point of contact for all new staff, collecting, organizing, and creating all forms/paperwork for provider in-boarding, academic affiliations, proficiencies and ECF's, and pay panels. Provides technical support to the Service staff that need advice, computer assistance, and training in applying hardware and Service Line databases. Performs the on boarding process and ensures all new employees have electronic access codes and email addresses. Performs the duties as the TMS administrator and monitors staff's TMS accounts for complicacy for the Service Line/Section. Serves as the primary timekeeper for the service. Performs additional duties as assigned by service leadership. Work Schedule: Monday - Friday, 8:00 am - 4:30 pm Compressed/Flexible: Not Authorized Telework: Not Authorized Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD405-03182A Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not Required Notifications: This position is an AFGE Bargaining Unit position. This position is in the Competitive Service. Veterans' preference does not apply for internal or other current permanent Federal agency employees. This position is covered by locality-based comparability pay. Current Federal employees must submit copies of their most recent SF-50, (Notice of Personnel Action). The SF-50 must identify the position title, series, grade, step, tenure and type of service (Competitive or Excepted). In some cases, more than one SF-50 may be required to show a higher grade previously held. Time-in-Grade Restriction: Applicants must also meet time-in-grade requirements. The grade may have been in any occupation but must have been held in the Federal service. Interchange Agreements with Other Merit System: Employees who occupy medical or medical-related positions and were appointed under 38 U.S.C. 4701(1) or (3) [formerly 38 U.S.C. 4104 (1) and (3)] must be serving in a full-time position without time limit and have served continuously for at least one year in this other merit system to be eligible to convert to the Title 5 System. Some exceptions to this rule may apply if you have previously acquired tenure under a Title 5 appointment. 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, 07/15/2024. 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. You may qualify based on your experience and/or education as described below: Specialized Experience: You must have one (1) year of specialized experience equivalent to at least the next lower grade GS 5 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Providing timely, accurate, and complete responses to customer inquiries using a variety of communication methods, providing daily oversight and management of a clinical scheduling system at a facility wide level, working with internal and external customers to obtain critical information related to clinical operations, navigating a multitude of systems and databases to monitor processes and ensure efficiency and timeliness of tasks, and providing high-level administrative support in a clinical setting, including employment and credentialing requirements. Processing incoming and outgoing materials such as correspondence, reports, memoranda and other forms of written communication; Coordinating meetings and taking minutes for distribution; Making travel and lodging reservations; Ordering and monitoring the use of office supplies; Timekeeping. (NOTE: The specialized experience must be well-documented on your resume, and an ADDITIONAL SF-50 must be provided that shows one year of Time-In-Grade at the GS-5 level) You will be rated on the following Competencies for this position: Attention to Detail Clerical 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 primary sedentary except when required to walk to the other areas within the medical center. Bending and standing to retrieve information form files necessary in addition to long periods of generating documents of personal computers. Light lifting of technical equipment is required. Work Environment: Work is primarily preformed is an adequately lighted and climate-controlled office, on patient wards, conference rooms and other areas typically found within a medical center. This involves the normal risks and discomforts of those areas. 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. 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. Special Employment Consideration: VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities [i.e., intellectual disabilities, severe physical disabilities, or psychiatric disabilities], and/or Disabled veterans with a compensable service-connected disability of 30% or more. Contact the Agency Contact for information on how to apply under this appointment authority via the Selective Placement Coordinator. 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/. During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions. 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.