Education Technician

Veterans Health Administration•Harlingen, TX

About The Position

The Education Technician serves as the primary administrative support to the Education Service, coordinating educational activities with other institutions or providers and collecting and managing data under a supervisor’s guidance. The role requires experience and familiarity with the organization, along with thorough knowledge of applicable procedures, regulations, and adult learning principles. The technician supports New Employee Orientation in coordination with Human Relations staff, keeps orientation materials and schedules current with national, VISN, and facility requirements, and assists with staff travel, vendor arrangements, and lodging. The role also prepares reports, reviews forms for completeness, resolves deficiencies, assists with needs assessments and surveys, records and distributes meeting minutes, maintains educational contract and employee development files, and handles correspondence and applications for educational programs. The position also provides administrative support for Graduate Medical Education, associated health trainees, and students. Duties include coordinating trainee onboarding with affiliates, tracking completion of required clearances and access, ensuring appointments and separations comply with applicable requirements, reviewing trainee credentials, auditing verification letters, generating in-processing reports, and verifying user access and immigration credentials. The technician maintains Education Service files and resources, collects required data, and prepares drafts of final reports. The position is scheduled Monday through Friday, 8:00 a.m. to 4:30 p.m., with occasional, episodic, or short-term telework possible. This is not a virtual position.

Requirements

One year of specialized experience equivalent to at least the GS-06 grade level.
For current or former federal employees subject to the time-in-grade requirement for GS-07: 52 weeks at GS-06, documented with an SF-50.
Working knowledge of the Veterans Information Systems Technology and Architecture (VISTA) system, email, and Microsoft Office.
Experience tracking and maintaining files; organizing work; adhering to established timeframes; and reassessing priorities.
Skill operating basic office and educational equipment, including computers, photocopiers, fax machines, and audiovisual or teleconferencing equipment.
Knowledge of word processing, spreadsheet, database, and electronic mail software, including database architecture and structure.
Knowledge of correspondence and report formats, instructions, directives, and personnel and financial management manuals.
Experience assisting with travel coordination, vendor arrangements, and lodging for personnel, and preparing and reviewing reports and forms for completeness and compliance.
U.S. citizenship.
Male applicants born after December 31, 1959, must be registered with Selective Service.
Must complete required application steps, including an online assessment.
Must be able to undergo a background/security investigation and complete the online onboarding process.
Participation in the seasonal influenza vaccination program is required for Department of Veterans Affairs Health Care Personnel.
Must serve a one-year probationary period or two-year trial period, as applicable.
Education cannot be substituted for experience at this grade level.

Responsibilities

Coordinate New Employee Orientation with Human Relations staff and maintain current knowledge of applicable national, VISN, and facility requirements.
Adjust orientation presentations and schedules as needed and assist with staff travel coordination, vendor arrangements, and lodging.
Prepare selected reports and review forms and reports for completeness and compliance; take appropriate action to resolve deficiencies.
Complete assignments independently using accepted practices and policies, and resolve conflicts.
Assist in drafting needs assessments and other survey tools.
Record, prepare, and distribute meeting minutes and prepare supplemental meeting materials.
Monitor and maintain files for educational contracts, employee development programs, and Education Service records and resources.
Support activities conducted by the VA Texas Valley Coastal Bend Health Care System and outside presenters or vendors.
Receive, review, and prepare correspondence and monitor open correspondence files.
Maintain working knowledge of the facility’s annual training and commonly used computer software.
Receive applications for educational programs, determine completeness, and route them for signature and submission.
Assist facility Education staff in promoting educational opportunities.
Assist with onboarding residents and trainees and coordinate with affiliates to meet facility and program needs.
Serve as a primary contact for onboarding health professions trainees and monitor completion of fingerprinting, Human Resources clearance, PIV badge issuance, Windows account, and SharePoint access.
Ensure VA appointments, institutional orientation, and trainee separations comply with VA, affiliate, and accrediting-agency requirements.
Solicit and receive Trainee Qualifications and Credentials Verification Letters from affiliated institutions and review them for appropriate trainee qualifications and credentials.
Audit submitted trainee verification letters to ensure programs have correct and current information on file.
Generate reports tracking incoming trainees’ progress through in-processing steps.
Verify that local Office of Information and Technology has assigned the correct user class and access.
Verify immigration credentials of foreign nationals and ensure the Director has approved them for rotations.
Identify and collect required data and prepare drafts of final reports.