<p>This position is responsible for providing a broad range of administrative and clerical program support and assisting with all projects undertaken by program faculty and staff. The duties are varied and complex but consist mainly of supporting the program Office and activities. The program Office is comprised of approximately 3 employees and numerous trainees from different medical disciplines.</p> <ul> <li>This position assists the Program coordinator collaborate with affiliate program leaders in coordinating residency activities, correspondence, rotational schedules of residents, on-call duties and ensures that all appropriate documentation has been completed. He/she liaisons with the affiliated medical school for undergraduate medical education and other graduate medical education affiliates regarding resident and student assignments related to the process of bringing on new continuing graduate medical education trainees (Paid and/or non-Paid), including facilitating trainee orientation and training activities and logistics, and maintaining electronic communication with trainees. He/she routinely reviews manuals, handbooks, policies, and program requirements to ensure that the orientation program maintains full compliance with OAA, Wilkes-Barre VA Medical Center, Joint Commission, and affiliate regulations and guidelines. </li><li>This position assists coordination between the Office of Academic Affairs in VA Central Office, teaching services at Wilkes-Barre VA Medical Center, and the respective departments at the affiliates to coordinate training of medical students and residents. Program Support Assistant maintains a list of all residents and responds to requests for information regarding residents and medical students. </li><li>Maintains a file system/repository of trainee materials following established Records Management guidelines. He/she maintains an extensive informational file system of resident credentials verification letters. This position assists with monitoring and verifying resident attendance through appropriate departments. </li><li>Assists the program coordinator develop, maintain, publish and distribute the schedule for all the residents working in the inpatient units and clinics. This responsibility includes making changes in the clinic schedules for unexpected events. Works with the physician manager of the Residency Program, Associate Chief of Staffs (ACOSs), Service Chiefs, Primary Care Manager, and medical providers to ensure the residency schedules and training work in concert for effective and efficient management of the program. </li><li>Uploads supervising physician prepared recommendation letters of reference for the permanent file of the affiliate medical schools. </li><li>Assists the program coordinator with all Human Resources mandated requirements and arranges for use of VA operational systems. He/she develops resident duty schedules, Resident Call Schedules, and incorporates the Hospitalist work schedule into residency supervision models. </li><li>Serves as a timekeeper, maintaining accurate timesheets and backup material in compliance with VA regulation, policies and procedures. </li><li>Acts as a Personal Identity Verification (PIV) Manger and Sponsor for the Service. Determines if new trainee applicants are authorized a PIV Card, non-PIV Card, or Flash Badge. Determines if applicant has initiated or already has a current background investigation on record. Sponsors applicant by entering his or her sponsorship information into the PIV System. </li><li>Updates the associated health trainee manual annually, with guidance from the GME Associate Director for Education and Evaluation. </li><li>Maintains the program calendar. Schedules appointments, coordinates meetings, and/or schedules conferences within the VA and affiliate Universities on programs related to the GME and its mission. </li><li>Assist with scheduling meetings, including arranging for space, notifying participants, preparing the agenda and minutes, and following-up on all commitments to ensure that necessary arrangements have been made. </li><li>Assists program employees and trainees with computer network and software problems. Reminds employees of privacy policies, sensitive information protection and cyber security and enforce compliance with VA policies. Serves as TMS Administrator for GME. </li><li>Performs other duties as assigned </li></ul> <p>Work Schedule: 8:00am to 4:30pm, Monday thru Friday</p> <p>Virtual: This is not a virtual position.</p> <p>Position Description/PD#: Program Support Assistant/PD019390</p> <p>Relocation/Recruitment Incentives: Not Authorized</p> <p>Critical Skills Incentive (CSI): Not Approved</p> <p>Permanent Change of Station (PCS): Not Authorized</p>