Summary This position is located in the Department of Veterans Affairs, Medicine Service, Salisbury, NC. The incumbent performs a variety of administrative duties which support the work of the Chief, Medicine Service, Administrative Officer, and Subspecialty Clinics in Medicine Service. The incumbent is knowledgeable of the Medical Center's organization, policies, procedures, and resources; and provides administrative program and training activities support. Responsibilities Duties include but are not limited to: The incumbent has administrative/clerical responsibility for daily operations in Medicine Service. The incumbent assists in the implementation and support of the Service. Serves as liaison and support for multiple programs within Medicine Service which includes the lnpatient/ Hospitalists, Cardiology, Dermatology, Endocrinology, Pulmonology, Neurology, Sleep and Rheumatology sections. Duties are varied, non-routine, and consist of handling data and coordination of activities within these sections. Serves as a point of contact for patients, Medical Center staff, VISN staff, community agencies, and various others who contact these departments. Performs work involving the collection, compilation, and/or tracking of data and statistical information in support of Medicine Service program operations and accesses status or outcomes in relation to established performance measures, goals, and objectives; receives and processes documents and reports in accordance with established procedures; uses software in the planning, review, and reporting of data/statistical results of program studies. Establishes protocols for incoming data, organizes and maintains patient data and retrieves a variety of data. Participates in performance improvement activities related to the program quality improvement process and offers performance improvement advice to program staff. Responsible for providing data/reports related to the administrative, clinical, and technical aspects of Medicine Service to the AO and/or Chief, Medicine Service. The incumbent will be responsible for resolving open encounters in Medicine Service which will require extensive medical terminology. Runs and reviews open encounters using VISTA reports and assists the physicians with problematic open encounters. Works with and trains physicians on resolving open encounters. Retrieves various clinical workload reports via VISTA reporting menus. Interacts with Health Information Management Service to correct errors, close encounters, and complete record documentation. Works directly with Medicine Service providers and the AO in coordinating, developing, and submitting CPRS templates/consults for the enhancement of specialty care progress notes and medical specialty consults. Consults with 01& T and medical record staff to improve/update/modify CPRS templates and consults for inpatient and outpatient referrals. Serves as the point of contact for Human Resources. The incumbent works with the AO on all HR actions. Responsible for the preparation and processing of all personnel actions and for the upkeep of a tracking spreadsheet for all HR actions. Responsible for generating necessary documents required for recruitment, appointments, transfers, retirements and other personnel actions and for entry, as necessary, in Web-HR. The incumbent attains and maintains computer skills on a variety of software programs, e.g., word processing, file management, VISTA, Excel, Power Point, VSSC, ProClarity, etc. and communication tools such as MS Outlook. Accurately collects, enters, and manages data, including both patient data and program data. Acts as a consultant to program team members with regard to administrative matters. Schedules and coordinates meetings and appointments using Microsoft Outlook calendar. Serves as an AIS Coordinator, TMS Coordinator, Department Level Patient Advocate, and timekeeper for Medicine Service. The incumbent assists in training staff on correct processes that prevent errors due to incomplete data. Trains individuals in the operation of computer terminals, printers, and equipment; procedures for inputting data, trouble-shooting and resolving simple operational problems, procedures for data retrieval and various other topics as identified. Work Schedule: Monday - Friday 7:30am - 4pm Telework: Not Authorized Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD018290 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job. Selective Service Registration is required for males born after 12/31/1959 Physical Requirements: The work required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment. A pre-placement physical examination is not required. Subject to background/security investigation 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. Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period or 2-year trial 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, 09/23/2026. 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 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. 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. 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 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. Reasonable Accommodation (RA) Requests: If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application. Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case-by-case basis. If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision. You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments if you received the link after the close of the announcement. To determine if you need a RA, please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments. 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. 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 qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/.
