Administrative Support Assistant

Veterans Affairs, Veterans Health Administration - Buffalo, NY (30+ days ago)3.9

The incumbent is responsible for the management of a wide range of programs and services that include clinical contracts, Controlled Substance Program, National Provider Identifier (NPI) and Taxonomy Codes, provider travel requests and other facility programs/projects as needed. The incumbent also supports the Group Practice Manager with all ambulatory care services in VAWNYHS and related Community Based Outpatient Clinics (CBOCs) as it relates to access to care as applicable. Provides overall administrative management for procurement and contracting administrative functions for medical services and acts as the Contracting Officer Representative (COR). The Controlled Substance Coordinator (CSC) will serve as the primary CSC and is responsible for the overall management of the facility's Controlled Substance Inspection Program (CSIP). Serves as the facility National Provider Identifier (NPI) Maintenance Team Leader. Must have in-depth knowledge of the organization, mission, and goals of the health care system. Thorough knowledge of administrative management and practices in order to ensure compliance with established policies, practices, and procedures and controls, and to prepare recurring administrative status reports. The Program Specialist is under the general supervision of the Group Practice Manager. Assignments and objectives involve a wide variety of administrative, management and coordination of duties in support of programs and projects that are both administrative and clerical and impact work processes that affect clinical aspects of the healthcare system. This position performs a wide variety of tasks associated with the administration and management of clinical contracts to ensure timely delivery and acceptability of services throughout their contractual life cycle; oversight and required reporting of the unannounced monthly inventory and inspection in all areas of the Medical Center in which controlled substances are in use or storage; oversight and implementation of NPI/taxonomy codes and provider travel arrangements and any associated purchase card payments.

Work Schedule: Monday through Friday from 8:00am to 4:30pm
Compressed/Flexible: Not available.
Telework: Not available.
Virtual: This is not a virtual position.
Position Description/PD#: 18144-0
Relocation/Recruitment Incentives: Not authorized.
Financial Disclosure Report: Not required

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-7 position you must have served 52 weeks at the GS-6. 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. 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-6 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: . OR,
Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have . 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:

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: In accordance with VA Handbook 5017.


To apply for this position, you must provide a complete Application Package which includes:

The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please use this checklist to make sure you have included other documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), documentation to support Veterans Preference claims, or ICTAP/CTAP documentation (for displaced Federal employees). You will not be contacted for additional information.
Cover Letter

Veterans' Preference: When applying for Federal Jobs, eligible Veterans should claim preference for 5pt (TP), 10pt (CP/CPS/XP), or for Sole Survivor Preference (SSP) in the questionnaire. You must provide a legible copy of your DD214(s) which shows dates and character of service (honorable, general, etc.). If you are currently serving on active duty and expect to be released or discharged within 120 days you must submit documentation related to your active duty service which reflects the dates of service, character of service (honorable, general, etc.), and dates of impending separation. Additionally, disabled veterans and others eligible for 10-point preference (such as widows or mothers of eligible Veterans) must also submit an SF-15 "Application for 10 Point Veteran Preference" with required proof as stated on the form. Documentation is required to award preference. For more information on Veterans' Preference, please visit