Summary This position is located in the Chief of Staff Office at the Tomah VAMC, Tomah, WI, a Complexity Level 3 VHA facility. This position is responsible for providing program and administrative support to the credentialing section. Incumbent supports Credentialing and Privileging Office staff in day-to-day operations, which may include assisting with processing and supporting providers and service line staff assisting the program. Identifies problem areas requiring attention of management. Responsibilities Major Duties include but not limited to: Administrative Support Incumbent supports Credentialing and Privileging Office staff in day-to-day operations, which may include assisting with processing and supporting providers and service line staff assisting the program. Identifies problem areas requiring attention of management. Assists with outreach planning for Credentialing and Privileging Office. As the Credentialing and Privileging Office primary point of contact throughout the medical center and Community Outreach Clinics, the incumbent fields questions, and inquiries, answers general questions and refers other questions as appropriate to management. Ensure all processes are completed in accordance with all National, Joint Commission and OIG regulations. With guidance from the Credentialing and Privileging Analyst will fully prepare and processes all Ongoing Professional Practice Evaluation (OPPE) and Focused Professional Practice Evaluation (FPPE) documentation for the Medical Staff. Will process all Professional Practice Evaluations process as required by both Joint Commission and the Office of Inspector General. Incumbent will schedule appointments, coordinate meetings, and/or schedule conferences. Provides general clerical services relative to calendar maintenance such as updating calendars and recording appointments and arranging for meeting. Schedules other staffs time based on knowledge of preferences and current commitments. Maintains appointment calendars and sends out reminders to supervisor and staff members of said appointments. Incumbent makes administrative arrangements as required. Incumbent receives visitors and fields telephone calls in a professional and confidential manner. Creates, copies, edits, stores, retrieves and prints a variety of correspondence and documents using word processing software; is responsible for correct spelling, grammar, capitalization and punctuation; initiates, transmits, receives and acknowledges electronic mail. Monitors and controls provider documents, correspondence and records including the coordination of action papers with office staff. Knowledge of Credentialing and Privileging to identify missing information, must be able to research and document primary source verification of applicant's education, training and personal history (medical staff appointments and clinical privileges). Responsible for the execution of Human Resources administrative responsibilities pertaining to recruitment, selection, promotion, and awards. Helps with recruitment by coordinating selection panels, scheduling interviews, preparing materials for interviews, organizing, and retaining interview questions and rating grids and by maintaining files. Processes and prepares incoming and outgoing materials such as correspondence, reports, memoranda, Credentialing and Privileging Office suspense's, and other forms of written communication. Composes, drafts, and edits correspondence. Reviews documents for accuracy, spelling, and format assuring final submissions are error free, meet timelines, and appear professional. May review the work of others, making corrections and mentoring other clerical staff. Process all request from Clinical Service Chiefs in regard to clinical review of providers. Ensure the process of all reviews is completed in accordance with Joint Commission and Office of Inspector General regulations. Provides clerical support in researching policies, SOPs and best practice as assigned to support the mission of the department. Coordinates with other facilities when requested to assist with national, VISN and local suspense. Serves as the subject matter expert and is responsible for the maintenance of National Practitioner Identification (NPI) Program. The incumbent will function as a timekeeper. Other Duties As assigned Work Schedule: Monday-Friday 8:00am-4:30pm Position Description Title/PD#: Program Support Assistant/PD233910 Physical Requirements: The work is primarily sedentary at a desk and work station area. However, there may be some walking, standing, bending, and carrying of light items like papers, reports, files, or possibly moving computer equipment. May stand to great visitors and escort people to meeting areas. No special physical demands are required to perform the work. Requirements Conditions of Employment 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-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. 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: Communication and interpersonal relations, including the ability to appropriately and courteously relate to internal and external customers. Maintenance of confidentiality of patient/employee information; electronic and print. The medical center performance improvement program. How to work and function in the medical center in a safe manner, including infection control and the correct operation of equipment. OR, Education: As a general rule, education is not creditable above GS-5 for most positions covered by this standard; however, graduate education may be credited in those few instances where the graduate education is directly related to the work of the position. Selective Placement Factor: This position requires knowledge of National Practitioner Identification (NPI). You will be evaluated on the basis of your level of competency in the following areas: Administration and Management Database Administration Financial Management Interpersonal Effectiveness Manages and Organizes Information Technology Application 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. Education There is no educational substitution at this grade level. Additional Information A 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. 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/. 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.