Program Support Assistant (Oa)

Department Of Veterans Affairs Nashville , TN 37201

Posted 2 months ago

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Summary

The Program Support Assistant (OA) position is located in the Anesthesiology Service, Nashville Campus of the Tennessee Valley Healthcare System (TVHS). The incumbent provides administrative support to outpatient specialty, inpatient and subspecialty clinics providing information to the Non- OR and Pre- Op area. The position includes a broad range of secretarial and administrative responsibilities, which arise from the central role that the Anesthesiology Service has in support of the mission.

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Responsibilities

The Program Support Assistant (OA) serves as a member of the administrative support staff and participates in processes as needed to ensure adequate operational resources, the transfer of information within and external to the service, compliance with VHA, TVHS and Anesthesiology Service regulations and policies. The duties of the position include, but may not be limited to the following:

  • Maintains certified time sheets and all related documents as required in an accurate and complete manner.

  • Maintaining time and attendance records and controls in accordance with Timekeeping Manual MP-6 Part V of Anesthesiology Service employees under Pre- OP or Non OR area.

  • Responsible for entering schedules, daily time posting, entering overtime, compensatory time requests, and associated leave.

  • Ensures employees are assigned to correct Time and Leave groups in collaboration with Human Resources, Education, and Fiscal Services.

  • Performs work involving the collection, compilation, and/or tracking of data and statistical information to support Anesthesiology Service processes.

  • Prepares, executes, and/or tracks program specific information, quality assurance data collection form and change in assignments.

  • Uses software applications to draw information related to workload, e.g., for Decision Support Software, Vista, and ASISTS, to prepare/assist in preparation of reports.

  • Complies information and reports in written format and graphically used varied programs such as Excel, Word, and PowerPoint.

  • Maintains equipment in the front office, provide support to the Anesthesiologist with IT Issues and administrative support for Virtual Video Connect.

  • Researches various publications and/or databases to extract, summarize, and compile information required for the activities of the service.

  • Assists in the acquisition, development, and/or scheduling of program resource materials and personnel, such as

hard copy and computer-based brochures and telephones, computers and printers, fax machines.

  • Maintains contact with patients, staff, and other individuals within and outside the medical center in a concerned, compassionate, respectful, and helpful manner.

  • Provides the customer with consistent information according to established policies and procedures.

  • Respond to phone calls and daily operation of the service.

Work Schedule: Monday

  • Friday Tour of duty will range from 7:30am

  • 5:00pm based on the needs of the service.

Telework: Not Available

Virtual: This is not a virtual position.

Position Description/PD#: Program Support Assistant (OA)/PD70771A

Relocation/Recruitment Incentives: Not Authorized

Financial Disclosure Report: Not required

Travel Required

Not required

Supervisory status

No

Promotion Potential

None

  • Job family (Series)

0303 Miscellaneous Clerk And Assistant

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Requirements

Conditions of Employment

  • You must be a U.S. Citizen to apply for this job

  • Designated and/or random drug testing may be required

  • 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, 09/10/2021.

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.

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-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: Experience providing clerical and administrative support in an office setting; using various office software such as Word, Excel, and PowerPoint; creating and generating reports; coordinating, planning, and organizing administrative duties; preparing meeting agendas and minutes; communicating orally and in writing to internal and external customers; researching various publications, manuals, handbooks, and policies; analyzing, extracting, tracking, summarizing, and compiling information for reporting and review; preparing correspondence; providing customers with consistent information according to established policies and procedures.

  • Typing Proficiency Requirement: Applicants may meet these requirements by passing the appropriate performance test, presenting a certificate of proficiency from a school or other organization authorized to issue such certificates by the Office of Personnel Management local office, or by self-certifying their proficiency. 40 words per minute typing speed

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

Attention to Detail

Communication

Customer Service

Technical Competence

Data Management

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, small parts, etc. No special physical demands are required to perform the work.

Work Environment: The work environment involves everyday risks or discomforts which require normal safety precautions typical of such places as offices, meeting and training rooms, or libraries. The work area is adequately lighted, heated, and ventilated. 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, small parts, etc. No special physical demands are required to perform the work.

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.

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Program Support Assistant (Oa)

Department Of Veterans Affairs