Summary The position provides support to Chaplain Services and the OAA funded Clinical Pastoral Education (CPE) Program for Lexington VA Health Care System. The employee collects, organizes data, and submits reports supporting the Chief Chaplain, the operation of the Chaplain Services and the CPE Program. The employee acquires and develops information and resources for the Health Care System (Chaplain Services, CPE Program and its operations, financial disbursements, and continuing accreditation). Responsibilities Work on a team and independently on projects when needed. Performs work involving the collection, compilation, and tracking of data and statistical information in support of the Lexington Health Care System, Chaplain Services and the CPE Program operations. Processing incoming and outgoing materials for Chaplain Services and the CPE Program such as correspondence, reports, and other forms of written communication. Plans, reviews, and reports educational data results of program statistics to the Association of Clinical Pastoral Education and internal VA agencies. Establishes protocols for incoming data (including student information, onboarding, CPE program orientation, educational resource collection, student feedback results, etc.) organizes computerized curriculum sets (based on education level in the program) and retrieves computerized data. Employee must have a comprehensive knowledge of the rules, regulations, and other guidelines of the Association of Clinical Pastoral Education (ACPE) agency who oversees the CPE program at this VA Health Care System. Performs a comprehensive analysis of the data and generates a variety of reports for local, network and other national program accreditation data collection forms and reports. Keeps ACPE website up to date on current local CPR policies and reports to ensure compliance with ACPE standards. Coordinates incoming data from a variety of sources. Reviews documents, reports, and/or applications for omissions and inconsistencies, and ensures data entry is complete and accurate. Enters pertinent information into an automated tracking system for distribution to the programs. Maintains an automated system of program deviations in the work assignment with instructions, policies, previous training, or accepted practices in the occupation. Serves as primary timekeeper for Chaplain Service. Assists in ensuring accountability for chaplains on both campuses. Maintains the on-call schedule to accommodate 24-hour coverage responsibilities. Obligates the funds control menu to pay for the services rendered for student fees, educator dues and center dues for ACPE. Is responsible for ordering supplies, literature and maintain three control point funds. Facilitates the Bereavement program by sending letters to families of deceased Veterans and monitoring the bereavement calls made by chaplains. Schedules and coordinates the semi-annual Memorial Program including maintaining the guest list, preparing the agenda for the program, and coordinating the response of other services to support the actual program. Ability to plan effectively, set priorities, coordinate activities, have a high degree of skill in oral and written communications with a variety of people from different backgrounds and different levels of understanding, and present a positive image of the VA. Facilitates the Warrior to Soulmate program. Oversees the list of perspective couples, schedules the weekend events, sends invitations to the couples and orders food for the events using the appropriate control point funds. Maintains the list of perspective providers and ensures the providers have the training necessary. Schedules training for interested providers. Maintains a SharePoint for the training material for the program. Other duties as assigned. Work Schedule: Full Time Monday - Friday 8:00am - 4:30pm Telework: Ad-hoc Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD304460 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized Requirements 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 You may be required to serve a probationary period Subject to background/security investigation Selected applicants will be required to complete an online onboarding process Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) - See "Additional Information" below for details. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/14/2024. 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-6 position you must have served 52 weeks at the GS-5. 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.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: experience in Chaplain Services; ability to work independently and in team environment; administrative support duties; Microsoft Office applications including email and spreadsheet systems; possessing an understanding of medical terminology; retrieving files; maintaining calendars, appointments and schedules; maintaining time and attendance records; coordinates meetings and scheduling conferences; establishing and maintaining an efficient filing and reference system for all files; using automated data processing equipment to generate a variety of reports; typing letters, memos, reports, etc. in final form; customer service; processing incoming and outgoing materials such as correspondence, reports, and other forms of written communication; establishing priorities and setting deadlines; ability to comprehend rules, regulations, and other guidelines of the Association of Clinical Pastoral Education (ACPE). 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. You will be rated on the following Competencies for this position: Computer Skills Customer Service Information Management Interpersonal Effectiveness 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: The work is primarily sedentary and is performed by sitting, standing, bending, and stooping. The employee is required to obtain records from files, and carry files, manuals, and other light objects. Occasional travel is required to provide support at conferences, workgroups, programs, or meetings. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/. Education A transcript must be submitted with your application if you are basing all or part of your qualifications on education. Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: https://sites.ed.gov/international/recognition-of-foreign-qualifications/. Additional Information This job opportunity announcement may be used to fill additional vacancies. 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. If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement. Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.