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Veterans Health Administration is Hiring a Program Support Assistant Near Oklahoma, OK

Qualifications:

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 01/22/2024.

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. 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.

You may qualify based on your Specialized Experience as described below:

• Specialized Experience for 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; answering telephones, referring visitors, and providing information.

• Specialized Experience for GS-07: 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: knowledge of all programs within the Dental service as they relate to facility operations, the VA, and broad healthcare trends; knowledge and ability to train others in areas related to staffing, budgeting, planning, academics, research, timekeeping, and data analysis/collection; practical knowledge, developed through increasingly difficult, on-the-job training or experience dealing with the operations, regulations, principles, and peculiarities of the assigned program, function, or activity, broad understanding of the clinic functions and detailed knowledge of all section clinic grids, schedules, and functions.

You will be rated on the following Competencies for this position:

• Administration and Management
• Customer Service (Clerical/Technical)
• Decision Support
• Operations Support
• Problem Solving

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: Most work is in an office setting. There is some standing, bending, stooping, walking, and carrying of light items to different areas of the medical center and health science campus. The incumbent carries lightweight items not normally weighing more than twenty-five pounds.

The work is performed in an office setting but requires daily visits to a variety of offices, hospital wards, specific units, laboratories, and outpatient areas that are adequately lighted, heated, and ventilated. Occasional travel may also be required.

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/.

Responsibilities:

As the Program Support Assistant is to provide administrative support activities for assisting, supporting, coordinating the Residency program, and integrating all operations and administrative functions of the Dental service. Duties may include, but are not limited to:

• Responsible for assisting, supporting, coordinating the Residency program, and integrating all operations and administrative functions of the Dental service.
• Full assistant to the Administrative Officer and Service Chief of Dental service.
• Follow up on matters and inquiries with little or no guidance from supervisors except in the most specific or highly complex issues requiring support.
• Know of interworking of affiliation agreements between the location university and VA health care system.
• Weekly monitor and identify both VA and University schedules for any discrepancies of call coverage and patient care matters, and daily remedy any identified issues with independent judgment except in most highly complex situations requiring supervisor approval.
• Coordinates and makes decisions for the continuum of care. respond to Customer Service inquiries and responses (PATS/MEDALIA) daily.
• Able to exercise a considerable amount of independent judgment, refers patients and staff to appropriate associates for consults, routine, and specialty care items, etc. provides daily program and administrative support within the service by gathering documents, reports, statistics, information, and data to create concise reports for use by supervisors.
• Required to use independent judgment and analytical reasoning in drafting reports to provide up-to-date environmental analysis on matters and current states of Dental services outpatient new and return clinics. follow up with providers, clinicians, and patients as appropriate within the scope of duty to maintain consults move forward as clinically appropriate to ensure the continuum of care.
• Serve on various committees of the medical center at the request of the supervisor for weekly or monthly meetings.
• Utilizes and required a comprehensive working knowledge of a variety of computer software applications to accomplish the administrative requirements of the office, including word-processing, vista programs, and spreadsheet applications to create daily and weekly reports for use to further functions of duties.
• Reviews existing directives and instructional material pertaining to administrative practices and clerical procedures to be aware of new, revised, or amended procedures for such matters as preparation and processing of correspondence, report forms, filing, mail procedures, preparation of travel vouchers, training, timekeeping, and security procedures.
• Advises supervisor and service leadership of any needed changes through independent judgment of review of the material.
• Identifies, investigates, analyzes, and makes recommendations for the solution of problems.
• Takes action, daily, within the authority of responsibility, to correct deficiencies and problems in patient and staff areas. Implements solutions and identifies the need for further studies or action to resolve patient care activities on unresolved administrative problems.
• Weekly serves as a resource person and primary timekeeper for the Dental service. Serves as the backup timekeeper for Geriatrics.
• Knowledgeable of timekeeping rules to include proper posting of overtime, on-call, and shift changes to service a 24-hour operation.
• Weekly attends service and facility meetings, conferences to keep abreast of ongoing policymaking in the medical center to convey a clear understanding of the service's programs, and to ensure the service is meeting the expectations of others.

Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level.

Work Schedule: Monday through Friday, 8:00am - 4:30pm
Telework: ADHOC as determined by management
Virtual: This is not a virtual position.
Position Description/PD#: Program Support Assistant/PD129870 and PD129820
Relocation/Recruitment Incentives: Not Authorized
Permanent Change of Station (PCS): Not Authorized
Financial Disclosure Report: Not required

Job Summary