Program Support Assistant

3 weeks ago

White River Junction, United States Department Of Veterans Affairs Full time
Summary

This Program Support Assistant position is located within the Primary Care service at the White River Junction VA Healthcare Center located at White River Junction, Vermont. This position is full-time at 40 hours per week.



Duties

The Program Support Assistant independently manages the administrative functions of staff and programs, coordinates care with VA patients and non-VA facilities.

Duties include but are not limited to:

  • Provides clerical assistance and technical support to the Primary Care Team by maintaining and supporting the work performed within the facility.
  • Establishes and maintains positive, collaborative relationships with key contacts in WRJ VAMC.
  • Serves as a liaison with building management when issues arise in the facility such as temperature control, noise, telephone services.
  • Assists with emergency preparedness and maintains policies and procedures for the facility/clinic.
  • Controls incoming and outgoing correspondence, reports, memoranda, and other forms of written communication; routes materials to appropriate staff members and performs follow-up tracking to ensure timely reply and action.
  • Prepares and edits letters and reports and reviews correspondence for accuracy and completeness.
  • Reviews correspondence generated by other administrative employees assigned to the Service.
  • Anticipates the needs of clinic management, compiling data and background material before routing.
  • Provides administrative support for staff meetings, which may include oversight of the schedule and room calendars, audiovisual equipment and connections, and the preparation/dissemination of PowerPoint presentations, meeting notifications, agendas, and meeting minutes.
  • Assists in the hiring process for new staff; coordinates interviews for candidates for new or vacant staff positions, independently prepares itineraries and notifies necessary staff. Helps with the pre-employment and orientation process of new employees, assuring all needed information is submitted to various VA departments, schedules orientation and assists with orientation clinic specific administrative activities.
  • Assists in issuing PIV badges and/or replacement badges for employees, contract providers, residents, and volunteers.
  • Transmits and receives documents and messages electronically using such software applications such as electronic mail, desktop publishing, calendar, spreadsheets, database, Power Point, and word processing.
  • Assists other users with selection of applications, training on a variety of standard application packages, and selection of appropriate formats and procedures for tasks.
  • Develops and maintains proficiency in applications as requested by supervisor (e.g. Microsoft Word, Outlook, PowerPoint, and Excel).
  • Maintains a suspense system for all externally assigned tasks, as well as those generated by the Clinic Director.
  • Performs timekeeping duties for staff including the approval of leave and certification of timecards.
  • Performs other duties as needed and assigned by the Supervisor.


Work Schedule: Monday - Friday, 8:00 am to 4:30 pm
Compressed/Flexible: Not Authorized
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 Title/PD#: Program Support Assistant (Primary Care)/PD03222A
Relocation/Recruitment Incentives: Not Authorized
Permanent Change of Station (PCS): Not Authorized
Financial Disclosure Report: Not Required

Notifications:
This position is an AFGE Bargaining Unit position.
This position is in the Competitive Service.
Veterans' preference does not apply for internal or other current permanent Federal agency employees.
This position is covered by locality-based comparability pay.

Current Federal employees must submit copies of their most recent SF-50, (Notice of Personnel Action). The SF-50 must identify the position title, series, grade, step, tenure and type of service (Competitive or Excepted). In some cases, more than one SF-50 may be required to show a higher grade previously held.

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