The position of Administrative Assistant is within the Anesthesiology, Perioperative and Pain Medicine Service at VA Palo Alto Health Care System (VAPAHCS). The complexity and multidimensional aspects of the Anesthesiology and Perioperative Care Service within VAPAHCS requires the incumbent to have an overall knowledge of the organization, its mission, goals, and impact on patients, personnel, community, and the nation.

Duties

The VA Palo Alto Healthcare System (VAPAHCS) is part of VA Sierra Pacific Network (VISN 21), which includes facilities in California, Nevada and Hawaii. VAPAHCS is a teaching hospital, providing a full range of patient care services, with state-of-the-art technology as well as education and research, Comprehensive health care is provided through primary, tertiary and long-term care in areas of medicine, surgery, psychiatry, physical medicine and rehabilitation, neurology, oncology, dentistry, geriatrics and extended care. The Research and Development Service excels as a leader in the Department of Veterans Affairs. The non-profit corporation, the Palo Alto Veterans Institute for Research (PAVIR), has contributed to making VAPAHCS a leader in research. To learn more visit: http://www.paloalto.va.gov/about Major duties and responsibilities include, but not limited to: Personnel and Credentialing Support: Provides high-level administrative support in the coordination of personnel actions related to recruitment, salary adjustments, terminations, retirements, and other related activities, through Human Resources Management Service staff; interacts with the Medical Staff Office directly concerning credentialing and privileging issues, as well as coordinates consultants' visits and related activities in conformance with VA policies, regulations, guidelines and memoranda. Coordinates the processing of Trainees (e.g., Residents, Fellows, Medical Students, Respiratory Therapy Students) for the Anesthesiology and Perioperative Care Service and in this capacity, works closely not only with the Trainees ("house-staff') but with appropriate staff at our academic affiliate, Stanford University School of Medicine Automated Data Processing and Security: Provides high-level administrative support in the capacity of alternate ADP (Automated Data Processing) Coordinator for the Anesthesiology and Perioperative Care Service staff and serves as point of contact for computer related issues. Administrative Support: Responsible for maintaining an optimal level of supplies; this includes initiating action when necessary for the procurement of office supplies and entering requests (2237s) as indicated. Maintains files, policy manuals, and procedure manuals for the Service. Represents the Administrative Officer at leadership meetings such as the monthly Administrative Officer meeting and other meetings, as designated, or in the absence of the Administrative Officer. Records, types, and maintains minutes for Service staff meetings or major hospital committees chaired by Service staff and independently prepares the agenda for the meetings. May arrange travel for Service staff including plane reservations, lodging, travel authority, and voucher. Reviews all correspondence/publications prepared for the signature of individuals to ensure correct format, grammar, spelling, punctuation, appearance, and assembly. Serves as timekeeper as well as tracking the hours of service performed by Service staff. Assists the Service with Safety Coordinator activities, ensuring that the Anesthesiology and Perioperative Care Service is compliant with safety training and annual updates of the Service Emergency Plan and Utility Failure Plan, and reports findings to the Administrative Officer. Responsible for the routine clerical, typing, copying, faxing, and electronic health record maintenance for the Service. Public Relations: Serves as point of contact for customers by phone or in person for the Anesthesiology and Perioperative Care Service. Refers correspondence to individuals with attachment of appropriate supplemental information or previous correspondence. Utilizes computer word processing, requiring proficiency in Microsoft Office programs, and types all program reports, policies, forms, schedules, pamphlets and other administrative reports, and assists in its publication and distribution to a variety of areas. Work Schedule: Monday - Friday, 8:00 am to 4:30 pm Position Description Title/PD#: Administrative Support Assistant/PD06699O Physical Requirements: Work is primarily sedentary. Work will involve some physical effort such as walking (between different offices, and to/from different areas of the Service), standing, bending, and lifting of light objects (e.g., books, files, papers), and a considerable amount of work on a computer keyboard.

Requirements

• You must be a U.S. citizen to apply for this job
• Subject to a background/suitability investigation
• May serve a probationary period
• Selective Service Registration is required for males born after 12/31/1959
• A complete application package; Resume, Transcripts, etc.
• Selected applicants will be required to complete an online onboarding process

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement. GS-07 grade level: One year of specialized experience (equivalent to the GS-06 grade level in the federal service); experience that equipped the applicant with the particular knowledge, skills and abilities (KSA's) and other characteristics to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled, in the normal line of progression for the occupation in the organization. Specialized experience includes: Use of various forms and formats required to complete administrative requirements, including knowledge of Microsoft's Visio formats, Excel formulas, and Word Documents; experience in staff procedures including Human Resources (HR) policies, administrative forms, formats, documentation, reports, file procedures and related requirements for the administration of the Service; experience with regulations, policies and procedures related to purchasing, contracting, time and attendance, travel, records management, payroll, and mail correspondence; apply administrative procedures to administer and monitor service contracts, create Word documents, PowerPoint preparations, and Excel spreadsheets, and in assisting the staff in producing a timely and quality product. In addition, knowledge of clinical processes related to patient scheduling, consults, encounters and triaging telephone calls is highly desirable. 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.

Education

There is no educational substitution at this grade level.

Contacts

• Address Palo Alto VA Medical Center 3801 Miranda Avenue Palo Alto, CA 94304 US
• Name: Veronica Alvarado
• Phone: (415) 960-5758
• Email: [email protected]