Summary We are recruiting for one Program Support Assistant at the Syracuse VA Medical Center, Syracuse NY. The Administrative Assistant is responsible for all administrative support to the Associate Chief of Staff, Surgery Service. The Surgical ICC includes Anesthesia, Pain, Dental, Eye Care, Podiatry, Vascular, Thoracic, Otolaryngology, Urology, General Surgery, Neurosurgery, Spine, and Orthopedics. Responsibilities Duties include but are not limited to: Support Services 40 percent - A major part of the daily function is serving as assistant to the Surgical ACOS, and other department chiefs, for office support services for extensive organizational needs, e.g., monitors employee schedules for office coverage, telephone coverage, call schedules, appointment management, coordinating meetings, etc. - all the duties associated with supporting a specialty. Performs a variety of administrative tasks associated with maintaining and supporting the work performed within Surgery Service. The administrative assistant provides direct administrative and program support to the Surgery ACOS and provides support to the AO on an as needed basis. Monitors, coordinates, and provides information to facilitate personnel management activities of the work unit. Performs clerical or technical program support work to the Surgery ACOS and AO in support of the programs of Surgery Service. Coordinates and prepares agendas, meeting minutes, and presentations for VISN meetings for ACOS in VISN role. This position develops a variety of presentations (e.g. staffing methodologies, provider evaluations, overtime/salary presentations, fund control point usage). Data Collection & Tracking Support 25 percent - Working with the Surgery AGPM and ACOS, the administrative assistant performs work involving the collection, compilation, and/or tracking of data and statistical information in support of Surgery Service program operation. Assists in the planning, review, and reporting of data/statistical results of program/project studies. Makes recommendations to the facility directors, ACOS and service chiefs. Establishes protocols for incoming data, organizes computerized data sets, and retrieves computerized data. Performs a basic analysis of the data and generates a variety of reports. Assesses and Coordinates incoming data from a variety of sources. Reviews documents, reports, and/or applications for omissions and inconsistencies, and ensures data entry is complete and accurate. Completes special research projects in support of the policy development and/or technical/program activities of the Surgery ACOS, making recommendations as needed. Maintains automated system of program-specific data to track suspense items such as labor mapping, productivity, clinic cancellations. Budget/Fiscal 25 percent - Submits procurement documents for supply and equipment purchases over $10,000.00. Conducts market research, establishes vendor meetings, business case plans, prepares Independent Government Cost Estimates, sole source justifications, VA directives 6550 Appendix A, checklists for information security, and statements of work. Works directly with Biomed and IT to ensure compatibility. Provides ACOS and department chiefs with feedback and recommendation throughout procurement process. The position will work with the facility Fiscal Coach to set the yearly budget and then manage the fund control point balances through increases and decreases as needed. The incumbent will place 2237 procurement orders and will create a spreadsheet to track all purchases and fund control point balance changes. He/she performs work involving the collection, compilation, and tracking of data from surgical paperwork documents (Examples: Daily Variance reports, Gains & Losses Sheets, Human Resources 10 percent - Serves as the organization's liaison to the Human Resources office. Monitors, coordinates, and provides information to facilitate personnel management activities of the work unit. Serves as the organization's focal point for all personnel management support activities, including recruitment and hiring, position control, security clearance procedures, support staff utilization, etc. Coordinates all activities between the human resources office and Surgery Service as delegated by the Surgery ACOS and/or AO. Makes recommendations to the ACOS on employment gaps and underutilization. Serves as the main Works with the AGPM on a weekly basis to review and update labor mapping in the National Labor Mapping Tool. Ensures weekly certification of all changes made weekly. Perform other duties as assigned. Work Schedule: M-F, 7:30am - 4:30pm Position Description Title/PD#: Program Support Assistant/PD49259O Physical Requirements: The work is mostly 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; or driving an automobile, etc. No special physical demands are required to perform the work. Requirements Conditions of Employment You must be a U.S. citizen to apply for this job Subject to a background/suitability investigation Selective Service Registration is required for males born after 12/31/1959 A complete application package; Resume, Transcripts, etc. is required Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued identification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment. Upon completion of your probationary period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest. As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider: your performance and conduct; the needs and interests of the agency; whether your continued employment would advance organizational goals of the agency or the Government; and whether your continued employment would advance the efficiency of the Federal service Upon completion of your probationary period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement. GS-07 grade level: One year of specialized experience (equivalent to the GS-06 grade level in the federal service); experience that equipped the applicant with the particular knowledge, skills and abilities (KSA's) and other characteristics to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled, in the normal line of progression for the occupation in the organization. Specialized experience includes: experience where you were responsible for providing administrative support functions within a healthcare facility; experienced with procurement processes necessary to obtain goods and services for an office; performing automation duties using such software applications such as word processing, spreadsheet, electronic mail, desktop publishing, calendar, database and/or graphics; assisting in the formulation and execution of budget estimates to include updating budget spreadsheets which are used in briefings; collecting, compiling and tracking data and information; and researching reference materials, regulations, and standards to identify appropriate action necessary to correct problems or issues. NOTE: Experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week. There is no educational substitution for the GS-07 level. 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. Education No education substitution. Additional Information Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act. 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. 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. The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be well-qualified, applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors if applicable, and must be proficient in most of the requirements of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website which can be found at https://www.opm.gov/. Receiving Service Credit for 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. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. 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. This job opportunity announcement may be used to fill additional vacancies. 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.
