Summary As the Safety & Environmental Management Services Program Support Assistant, the incumbent serves as the principal Program Support Assistant for the Safety & Environmental Management Services via the Office of the Assistant Medical Center Director. The employee is responsible for office management and administrative support for Safety & Environmental Management Services and their associated programs. Hours are: 9:00 am - 5:30 pm Monday - Friday Must be a current Federal Employee with Agency Responsibilities Coordinates issues, work plans and the exchange of information with internal and external managers, supervisors, vendors, representatives of regulatory agencies, construction contractors, contracting officers, consultants, customers, and others. Serves as point-of-contact for coordinating the procurement of items such as equipment, resources and supplies as needed via 2237s. Will be responsible for inputting work orders generated from EOC rounds or inspections and support tracking deficiency closures. Also, coordinates, tracks, and assist employees with official government travel. Keeps the Safety & Environmental Management Service Chiefs and other management officials informed of problems, provides feedback on meeting effectiveness, and suggests communication process improvements as appropriate. Is responsible for the coordination of meetings, tracking attendance, and generating meeting minutes for review and approval by organizational stake holders. Prioritizes and schedules regular business, informational and work planning meetings for both Safety & Environmental Management Services. Gathers information such as Annual Workplace Evaluation findings, Bed turnaround data, Linen Committee agendas, linen usage, EOC committee agendas, Escort logs, etc. Also, pre-briefs participants, prepares agendas and provides for the preparation and distribution of reports and documents required to support the discussion topics of the meetings. Prepares and tracks correspondence, status of programs administrative initiatives and suspense items which originate because of meeting activities, commitments, and decisions. Makes recommendations on the effectiveness and efficiency of internal work operations, meeting effectiveness, customer relations and problem areas. Recommendations may lead to changes in SOPS or policies. PSA would provide input on meeting flows, attendance. They would identify problem areas in bed turnaround or the escort program. Incumbent would also review workflow. Works with the document control officer to update and maintain policies, procedures, SOPS, and charters. All must be reviewed at specific timelines per VA directives. Receives telephone calls, greets visitors, ascertains nature of call, or visit, personally responds to routine and nontechnical requests for information, and refers non-routine and technical inquiries to appropriate staff member. Handles inquiries from the offices of outside entities and refers to appropriate Safety & Environmental Management personnel for action. Establishes and monitors suspense dates for action documents to ensure timely reply. And other duties as assigned. Work Schedule: Full Time 9:00 am - 5:30 pm Monday - Friday Position Description Title/PD#: Program Support Assistant/PD49370-O Physical Requirements: The work typically involves walking, sitting, and similar situations found in most office settings. It involves continual work on a computer and requires site review of space allocation across the medical center. Position requires ability to manage multiple tasks concurrently. Requirements Conditions of Employment Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement. GS-6 grade level: One year of specialized experience (equivalent to the GS-5 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: at least one year of qualifying experience in an office clerical / secretarial setting containing the following: Computer skills in a variety of software (ex: Microsoft Word, Excel, Power point, Access and Outlook) and Hardware (ex: fax machine, scanner, printer, complex phone systems and intercom)Knowledge of grammar, spelling, punctuation and medical terminology. Knowledge of budgeting, supply management, purchasing , time keeping, data processing, filing, maintaining employee records and project tracking. Ability to notify supervisors and staff of actions, reviewing letter - directives and other materials 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-06 position you must have served 52 weeks at the GS-05. 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. There is no educational substitution for the GS-6 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 Additional Information Participation in the seasonal influenza program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP). It is a requirement that all HCP to receive annual seasonal influenza vaccination or obtain an exemption for medical or religious reasons. Wearing a face mask is required when an exemption to the influenza vaccination has been granted. HCP in violation of this directive may face disciplinary action up to and including removal from federal service. HCP are individuals who, during the influenza season, work in VHA locations or who come into contact with VA patients or other HCP as part of their duties. VHA locations include, but are not limited to, VA hospitals and associated clinics, community living centers (CLCs), community-based outpatient clinics (CBOCs), domiciliary units, Vet centers and VA-leased medical facilities. HCP include all VA licensed and unlicensed, clinical and administrative, remote and onsite, paid and without compensation, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, researchers, volunteers and health professions trainees (HPTs) who are expected to perform any or all of their work at these facilities. 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 to fax a document you do not have in electronic form, view the following link for information regarding an Alternate Application.