Clarification from the agency

Area Of Consideration . 1. FIRST - Facility-wide (including satellites) This area may be made more narrow or expanded through mutual written agreement. 2. SECOND - VISN 6 An interchange agreement gives current VISN employees in the excepted service with at least 1 year of continuous service the option to apply to merit promotion jobs in the competitive service.

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This position is responsible for performing programmatic and administrative work supportive of the day-to-day program operating activities of GEC including document management, file management, collecting and organizing data from various sources.

• Generates reports to ensure timeliness and accuracy of ongoing and focused professional practice evaluation (OPPE/FPPE) processes.
• Supports GEC staff and various trainees from Virginia Commonwealth University (VCU) with onboarding and as needed programmatic assistance.
• Uses established processes to order supplies for various GEC programs using service-level fund control point (FCP)
• Ensures completion of orders and deliveries by collaborating with other services.
• Participates in the development of procedures and guidelines to satisfy the goals of the GEC programs and academic affiliates, and ensures compliance with national, VISN, and accreditation authorities.
• Devises means of improvement and consolidates and/or standardizes administrative forms and procedures.
• Serves as the primary Automated Data Processing Applications Coordinator (ADPAC) for the GEC service.
• Serves as Personal Identity Verification (PIV) Service Sponsor.
• Prepares Word/PDF documents, assisting in new employee orientation, assisting in recruitment process, and entering and follow-up on various work orders.
• Manages various on-call schedules and leave planning through SharePoint.
• Arranges, promotes, organizes and records minutes of conferences, staff training, and meetings for GEC.
• Collects, organizes, and shares workload data for GEC programs including staff assigned to GEC (primary or back-up function)
• Participates in improving effectiveness in meeting schedules, deadlines, and completion of required reports for submission to facility, VISN, or national leadership.-Completes all tasks for support and accreditation of Geriatrics Grand Rounds at CVHCS.
• Assists and participates in special assignments to coordinate and resolve general management matters and other appropriate issues and projects related to the functional responsibilities of the program(s).
• Provides direct program assistance to the Associate Chief of Staff (ACOS), GEC, the Administrative Officer, and Home-Based Primary Care program director-Obtains, coordinates, and prepares or edits responses for administrative and programmatic information requests.
• Receives and reviews incoming correspondence, performs required research, prepares appropriate replies, and shares information with relevant stakeholders.-Develops spreadsheets, charts, summary tables, and other data collection tools used in various reports and presentations.
• Maintains, updates, organizes, and archives program documents securely, completely, and accurately.-Enter LEAF/VISTA requests for engineering, EMS, print medical media and education for GEC medical providers.
• Manage/Update SharePoint calendars and room reservation requests.
• Collaborate with VHA community partners as needed.
• Primary or back-up time keeper for the service.

Promotion Potential: This Position is at Full Performance Level

Work Schedule: Monday thru Friday 8:00am to 4:30pm
This Position supports 24/7 operations throughout the calendar year. Work is typically performed on assigned shift; however, candidate may be subject to overtime work, shift work, and/or work on rotating shifts to include evenings, weekends, and holidays. Subject to call back outside tour of duty.
Compressed/Flexible:Not Available
Telework: Not Available
Virtual: This is not a virtual position.
Position Description/PD#2915
Relocation/Recruitment Incentives: Not Authorized
Permanent Change of Station (PCS): Not Authorized
PCS Appraised Value Offer (AVO): Not Authorized

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.
• Must be proficient in written and spoken English.
• 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 dentification 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).
• Complete all application requirements detailed in the "Required Documents" section of this announcement.

As a condition of employment for accepting this position, you may be required to serve a 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 trial 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.

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-09 position you must have served 52 weeks at the GS-07. 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 Requirements:

• United States Citizenship: Non-citizens may only be appointed when it is not possible to recruit qualified citizens in accordance with VA Policy.
• Proficient in English Language

May qualify based on being covered by the Grandfathering Provision as described in the VA Qualification Standard for this occupation (only applicable to current VHA employees who are in this occupation and meet the criteria).

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-07 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to:
• 2 years Advanced Medical Support Assistant experience (AMSA).Knowledge and technical expertise in computer software packages including WORD, Excel, Outlook, PowerPoint and VistA, CPRS. The ability to communicate effectively orally and in writing.
• The ability to establish and maintain effective working relationships with others.
• The ability to analyze facts and information.
• Updating and completion of policies and SOP's.
• Review clinic grids, clinic profiles and make recommendations for improvement.
• Support scheduling efforts and needs within GEC.
• Demonstrated appropriate courtesy communications with internal and external customers.

You must have one year of specialized experience equivalent to at least the next lower grade GS-07 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include but are not limited to Assessing and resolving day-to-day issues associated with outpatient clinics.
Knowledge of the missions, organizations, programs and requirements of the TMS program.
Knowledge of management principles and processes.
Skilled knowledge of data collection methods and techniques for assessing program development and improving organizational effectiveness and efficiency..
OR,

• Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 2 years of progressively higher level graduate education leading to a master's degree or master's or equivalent graduate degree. OR,
• Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond .

You will be rated on the following Competencies for this position:

• Administration and Management
• Attention to Detail
• Budget Administration
• Compliance
• Contracting/Procurement
• Customer Service
• Decision Making
• Flexibility
• Integrity/Honesty
• Interpersonal Skills
• Learning
• Quality Assurance
• Reading Comprehension
• Reasoning
• Self-Management
• Stress Tolerance
• Teamwork

• Knowledge of Medical Center policies pertaining to procurement of supplies and equipment
• Knowledge of TMS programs and objectives
• knowledge of Budgetary and Financial relationships
• Knowledge of Administrative duties including business letter writing filling, office management and billing.
• Knowledge of the mission and goals of Geriatrics & Extended Care Services

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.

Reference: For more information on this qualification standard, please visit https://www.va.gov/ohrm/QualificationStandards/.

The full performance level of this vacancy is GS-09.

Physical Requirements: The physical requirements of this position include lifting, prolong standing, prolong sitting, frequent bending, stooping, walking, reaching overhead, repetitive motion, and climbing stairs. The mental/sensory requirements include logical thinking, processing and retaining information, reading, recall, reasoning, complex problem solving, hearing, clear distinct speech, writing, typing, keyboarding, use of telephone, and use of VHA deployed technology to complete assigned work. This position requires face-to-face interactions with customers and stakeholders, use of available IT software and equipment for virtual meeting, timely and accurate completion of work records. The environment's pace can vary from steady to fast-paced requiring completion multiple priorities in a single day, frequent customer interactions, ability to work in a sometimes noisy environment, and ability to adapt to changes. This position involves working with persons with communication difficulties, cognitive loss, dementia and stressed caregivers. Collaboration with multiple stakeholders is essential.

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 MAY NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Your application, resume, C.V., and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect consideration for employment.

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.

The Department of Veterans Affairs performs pre-employment reference checks as an assessment method used in the hiring process to verify information provided by a candidate (e.g., on resume or during interview or hiring process); gain additional knowledge regarding a candidate's abilities; and assist a hiring manager with making a final selection for a position.

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

Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.