Summary The primary purpose of the position is to provide program support to the Business Manager, who is responsible for eight programs made up of interdisciplinary teams of physicians, social workers, recreation therapists, administrative staff, registered nurse practitioners, nurse managers, registered nurses, pharmacists, occupational therapists, physical therapists, dieticians, and mental health providers stationed at five of the community-based outpatient clinics in addition to San Francisco. Responsibilities The Program Assistant (OA) is located within the Administration Section in support of the Geriatrics Palliative, and Extended Care (GPEC) Business Manager in the GPEC Service line located at San Francisco Veterans Affairs Health Care System (SFVAHCS). The Program Assistant uses office automation systems and various software packages to accomplish work. Assignments include text editing; file creation, maintenance and retrieval; use of message, calendar and suspense systems; and use of other specialized tools in support of specific functions. Uses knowledge of software programs to manipulate text to accomplish formats, revisions, deletions and additions. Duties and Responsibilities include but are not limited to the following: Coordinates program operations and administrative duties. Coordinates all related activities in conformance with VA policies, regulations, guidelines and current memoranda. Responds to technical questions regarding services such as program policies and procedures support, assists in program compliance, Capital Planning and Development questions for new furniture or interior design requests, onboarding of new staff and trainees with IT, Office of Education, Office of Academic Affiliation, and Human Resources, and equipment/supply needs. Provides a range of program support from ensuring proper preparation and compliance of data reports, policies, and equipment to describing the services offered by the Staff Coordinates program support for GPEC and programs within GPEC on issues related to timekeeping, equipment inventories, and supplies. Prepares regular, special records and work orders such as: but not limited to time/attendance management, space allocation, ordering of office and medical supplies to maintain par levels of materials/supplies to ensure service maintains full operation capabilities, preparation of the patient admission binders, audits of records, assisting in the coordination with newly purchased equipment for the program. Performs a wide variety of administrative tasks associated with maintaining and supporting the work performed within the organization. To include but not limited to information control and tracking and ordering office and medical supplies. Performs other related duties as assigned. Occasional local driving may be needed to maintain GSA fleet vehicles. Current, active driver license needed. Work Schedule: Monday - Friday, 8:00am - 4:30pm Telework: 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. Virtual: This is not a virtual position. Position Description/PD#: Program Assistant (Office Automation)/PD02315A Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job 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 vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) - See "Additional Information" below for details. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/03/2024. 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-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. 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. Basic Requirement: Applicant must be able to type 40 words per minute. 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-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 the functions, priorities, commitments, and program goals of the Geriatrics, Palliative and Extended service line. Service with comprehensive knowledge of policies and views on significant matters to perform unusual assignments, and to prioritize work assignments according to their importance. Knowledge of VA memoranda, circulars, directives, publications, etc., for retrieval to use as reference in the day-to-day administration of the Service. Knowledge of the capabilities and advanced functions of a variety of office automation software, e.g., database, spreadsheet, and word processing. Knowledge of similarities, differences, and integration of the different software packages. Retrieves information from automated databases for statistical purposes. Knowledge of the different software used to create reports using this statistical data, Software packages most commonly used in GPEC are Microsoft Word, Excel, Access, Power Point, Microsoft Teams and Microsoft Exchange/Outlook for word processing, spreadsheets, reports and interdepartmental communication. Knowledge of DHCP/Vista for retrieval of patient information, requests for computer access codes, requests for accounting obligations, electronic timecards, supplies orders, etc. Technical ability to enhance reports with graphs, highlighting, fonts and other features to make reports more attractive, comprehensive and easy to read. Knowledge of supply and purchasing regulations to process the necessary forms; ability to record and analyze fiscal data to resolve discrepancies. Ability to effectively plan and organize work towards the achievement of the overall goals and objectives of GPEC. Ability to effectively organize work performed by others. Ability to establish effective working relationships with GPEC management and its personnel, clinical, ancillary service and administrative service. You will be rated on the following Competencies for this position: Administration and Management Analytical Reasoning Communication Customer Service 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 mostly sedentary, although there is some walking, bending and lifting. It is sometimes necessary to work at the computer for extended periods of time. The position requires the ability to concentrate with frequent interruptions. Work is performed in an office setting shared with other administrative and clinical employees of the Service. 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 Receiving Service Credit or 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. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. 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. 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.