Program Support Assistant

Full Job Description

The position is located at the Corporal Michael J. Crescenz VA Medical Center's Medicine Service Business Office and reports to the Supervisory Business Manager, Medicine Service Line.

This position provides support for the Medicine Service's administrative operations.

This position provides coordination of administrative duties, responding to various correspondence, scheduling meetings, office coordination and management, work independently with a minimal amount of supervision.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement.

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-6 position you must have served 52 weeks at the GS-5. 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.

Experience that equipped the applicant with the particular knowledge, skills, and abilities (KSA's) to perform successfully the duties of the position, and that is typically in or related to the position to be filled.

To be creditable, specialized experience must have been equivalent to at least the next lower grade level.

Applicants who have the 1 year of appropriate specialized experience, as indicated in the table, are not required by this standard to have general experience, education above the high school level, or any additional specialized experience to meet the minimum qualification requirements.

You may qualify based on your experience as described below: Specialized Experience GS-06: 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 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; and providing information and customer service.

You will be rated on the following Competencies for this position: Administration and Management Clerical Compliance Inspection Customer Service Database Management Systems Manages and Organizes Information Manages Resources Technology Application 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. Major Duties:

The incumbent works collaboratively with other members of the service and Medical Center as indicated to fully support and assure success of the service administrative activities and programs.

Responsible for the oversight of day-to-day office coordination and management. Greets visitors entering the Medicine Business Office with friendliness, courtesy, and respect.

Responsible for responding to critical and time sensitive correspondence.

Duties will include preparation of memoranda, general and recurrent meeting minutes, reports (daily, weekly, monthly, and annual), and policy revisions; and functions that require an effective communication with all administrative and clinical services throughout the Medical Center and the community.

Maintains ACOS, Medicine's calendar to reflect meetings, appointments, clinic schedules; research relevant background information and promptly updates scheduled events as needed.

Utilizes conference room scheduler to coordinate meetings both on- and off-site appointments with internal departments and University of Pennsylvania (UPenn) affiliates.

Assists with professional staff verification and record-keeping for clinical/professional staff licensing, certifications, and credentialing documents/files.

Includes providing records for credentialing parties under the COS at this Medical Center.

Completes biannual review of Tour of Duty (TOD) memos, updating TOD, calculating accurate division of time, percentage of time associated with workload, and justification for allocation of time each task described in the memo.

Provides revised data to Management & Program Assistant (Analysis/OA), AO, and/or Business Manager so adjustments to labor mapping and the organizational chart can be updated for accuracy.

Professional Practice Evaluations / Focused Professional Performance Evaluations (OPPE/FPPE): - Receives ongoing OPPEs/FPPEs for PAID, FEE, WOC, and CRNP positions.

- List is reviewed to ensure the correct specialty form has been received for the provider.

- Professional Performance Evaluations (PPEs) are organized and disseminated by specialty to the appropriate Section Chief or Nurse Manager.

- A due date is assigned to the PPE form and data tracking sheet. - Weekly reminders are sent for compliance with the initial due date.

- PPEs received from the specific Section Chief and/or Nurse Manager and reviewed for completion and accuracy. - Verified accurate PPEs are provided to ACOS, Medicine for signature.

- Verified PPE documentation is scanned and uploaded to the Chief of Staff (COS) office. - PPE data pulled and provided when requested for audits. Coordinates travel for the MSL leadership.

Responsible for entering personnel actions for the MSL. Responsible for Talent Management System (TMS) administration for the entire service line.

Responsible for formatting, updating, and maintaining the Medicine SharePoint site.

Prepares timekeeping reports to track logged hours for overtime, compensatory time, premium pay and other special pay determination to assist supervisory personnel for hiring data needed to consider workload, contingency for temporary and long-term vacancies, and cost saving measures for the service line.

Work Schedule: Monday - Friday 7:30 am - 4:00 pm Position Description Title/PD#: Program Support Assistant/PD04025A