Overview

Duties

Summary

The primary purpose of this position is to support the Associate Director of Education Service and Education Specialists by providing clerical, administrative, and office support organizational tasks details such that the programs function efficiently. Function of this position is to assist with data collection, analysis of trends, and implementation of best practices and support training operations.
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Responsibilities

Provides administrative support to the Associate Chief of Staff and the ACOS/E for Education Service. Receives telephone calls, greets visitors, and based upon knowledge of the organizations and their programs and operations, refers telephone calls and visitors to appropriate staff. Answers substantive non-technical requests for information that can be provided based on information from records and files or personal knowledge of the organizations. Locates and selects appropriate references and procedures for application to specific questions.

Responsible for coordinating the work of the offices with other offices and organizations. Processes incoming and outgoing correspondence, materials, publications, regulations, and directives. Screens mail by identifying what needs to be brought to the attention of the supervisors, referred to appropriate staff, rerouted to other organizations or offices, or handled personally. Establishes and monitors suspense dates and brings to supervisor's attention those that cannot be met by requested date or when there is a conflict. Reviews outgoing documents and ensures accuracy and conformance with general policy. Ensures formal internal and external coordination procedures have been followed. Establishes and maintains records and files according to written guidelines. Updates Medical Center Memorandums (MCM) and maintains all policies/procedures/operation manuals to meet Joint Commission on Accreditation of Healthcare Organizations (JCAHO) and other VHA Quality Assurance (QA) standards.

Maintains office calendars, coordinates and schedule training, meetings and/or conferences. Independently notes and follows up on commitments made at meetings and conferences by staff members. Informs supervisors of conflicts and reschedules appointments as necessary. Independently coordinates events, banquets, or activities as assigned by the ACOS/E, Training Specialist, and Project Directors. Event planning typically involves other services and departments throughout the medical center as well as community resources. Incumbent must exercise independent judgment in determining which services must be involved in order to effectively plan programs in support of the medical center's mission.

Develops, establishes, and maintains office procedures to ensure effective and efficient operations regarding the administrative work of the organization. Establishes, maintains, purges, and disposes of files and records, in accordance with record keeping and disposition governed policies. Makes travel arrangements and prepares travel orders and vouchers, based on general travel intentions, known preferences of traveler, and in accordance with appropriate travel regulations. Prepares, consolidates, submits, and maintains time and attendance records in accordance with established procedures. Requisitions office supplies, printing support, and related materials and services. Assists with tracking and preparation of budget.

Performs work involving research collection, compilation, and/or tracking of data and statistical information in support of educational programs and operations. Assists in the planning, review, and reporting of data/statistical results of program/project studies; establishes protocols for incoming data, organizes computerized data sets, and retrieves computerized data; performs a basic analysis for the data and generates a variety of reports; coordinates incoming data from a variety of sources, reviews documents, reports, for omissions and inconsistencies, and ensures data entry is complete and accurate. Enters pertinent information into an automated tracking system; and maintains Education program-specific data in automated systems to track suspense's on items such as project milestones, progress reports, accomplishments, and compliance strategies, etc.

Creates affiliation agreements and works with affiliated institutions and schools by setting up standardized template forms; and must discern applicable version/information when creating documents. This requires contacting appropriate program directors, service chiefs, and contacts at affiliate institutions to ensure completion and provides follow-up on status updates. May assist with preparation of paperwork for continued medical education activities and correspond with medical schools to ensure that medical staff obtains faculty appointments. This includes drafting files, memorandums, and or policies pertaining to updates, tracking, suspense notifications, oversight and compliances.

Services as an alternate Talent Management System (TMS) administrator for the facility and provides technical support for TMS. Works with local TMS administrators, staff, employees, trainees, and the national TMS helpdesk in person, via conference call, and email to resolve technical and user issues.

Performs other related duties as assigned.

Work Schedule: Monday-Friday, 8am-4:30pm
Position Description/PD#: Training Technician/PD018440

Travel Required

Occasional travel – You may be expected to travel for this position.

Supervisory status
No

Promotion Potential
None

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

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 08/28/2020.

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-7 position you must have served 52 weeks at the GS-6. 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 as described below:

  • Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-6 in the normal line of progression for the occupation in the organization.

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.

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.

Additional information

VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process.

Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion. The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement. Management may use any one or any combination of these methods to fill the position.

It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

This job opportunity announcement may be used to fill additional vacancies.

If you are unable to apply online view the following link for information regarding an Alternate Application .

How You Will Be Evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE.

Narrative responses are not required at this time. If you are referred for consideration, you may be asked to submit additional job related information, which may include, but not limited to; responses to the knowledge, skills and abilities; completion of a work sample, and/or contact for an interview.Your resume and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect your rating or consideration for employment.

Background checks and security clearance

Security clearance
Other

Drug test required
No

Position sensitivity and risk
Non-sensitive (NS)/Low Risk

Trust determination process

Required Documents

To apply for this position, you must provide a complete Application Package which includes:

  • Resume
  • SF-50/ Notification of Personnel Action

The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please use this checklist to make sure you have included other documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), documentation to support Veterans Preference claims, or ICTAP/CTAP documentation (for displaced Federal employees). You will not be contacted for additional information.

  • Cover Letter
  • Resume
  • SF-50/ Notification of Personnel Action

SF-50, Notification of Personnel Action (if applicable for Time in Grade and/or Eligibility):

  • Most recent SF-50 if you are a current or former Federal employee
  • An SF-50 showing 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
  • Award 50's do not provide sufficient information and will not be accepted for the purpose of verifying time-in-grade.
  • Examples of appropriate SF-50's include:
    • Within grade increases at the highest grade held; or
    • Promotions with an effective date more than one year old; or
    • SF-50's at the highest grade held with an effective date more than one year old.

Veterans' Preference: When applying for Federal Jobs, eligible Veterans should claim preference for 5pt (TP), 10pt (CP/CPS/XP), or for Sole Survivor Preference (SSP) in the questionnaire. You must provide a legible copy of your DD214(s) which shows dates and character of service (honorable, general, etc.). If you are currently serving on active duty and expect to be released or discharged within 120 days you must submit documentation related to your active duty service which reflects the dates of service, character of service (honorable, general, etc.), and dates of impending separation. Additionally, disabled veterans and others eligible for 10-point preference (such as widows or mothers of eligible Veterans) must also submit an SF-15 "Application for 10 Point Veteran Preference" with required proof as stated on the form. Documentation is required to award preference. For more information on Veterans' Preference, please visit http: www.fedshirevets.gov/job/vetpref/index.aspx .

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