The Management Assistant is located at the William S. Middleton Memorial VA Hospital, Madison, WI. The Management Assistant is responsible for independently developing work assignments, priorities, and internal systems for managing office and performing administrative functions for the Associate Chief of Pharmacy and support the Pharmacy Service.

Duties

The Management Assistant provides a wide variety of administrative support functions and advises on administrative matters affecting Pharmacy Service. The work supports efforts to evaluate and improve the efficiency of administrative processes. The Management Assistant must be skilled in multi-tasking and provides direct support to Pharmacy Service by organizing, tracking, collecting, analyzing and presenting information for an organization that has diverse functions and periodic changes in workloads, staff levels, work processes or objectives. Duties include but are not limited to: Requests user access codes and menu requirements; trains employees in the use of their VISTA packages; assists new employees with PIV cards for access. Coordinates and manages the onboarding process for new staff and personnel. Sending calendar invites, coordinating directly with prospective candidates, ensuring deadlines are met Prepares internal and external reports, work sheets, and charts and maintains databases and logs. Collects, compiles, and consolidates productivity and performance measure data in support of optimizing patient care clinical outcome opportunities. Monitors the flow of administrative work within the Pharmacy Service assisting pharmacists, pharmacy technicians, residents, students, and other staff in completion of required administrative tasks. Prepares agendas and meeting minutes and collects quality and outcome data for monthly Pharmacy Specialist meetings. Provides advice on procedures, reports, requirements, and other matters necessary to implement policies, and instructions to Pharmacy Service personnel. Responsible for ensuring that travel and reimbursements are made in an accurate and timely manner and in accordance with VA travel policies for Pharmacy staff. Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level. Work Schedule: Full-Time, Monday - Friday, Day Shift Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Management Assistant/PD21044O Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 09/01/2023. 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-06 position you must have served 52 weeks at the GS-05. For a GS-07 position you must have served 52 weeks at the GS-06. 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. 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 as described below: GS-06 Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-06 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Knowledge of pertinent directives, policies and precedents which affect the program goals and objectives, work processes and administrative operations of the medical center; Knowledge of medical terminology and technical data; Thorough knowledge of VISTA applications including CPRS, VISTA, VATAS, etc GS-07 Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-06 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Knowledge of pertinent directives, policies and precedents which affect the program goals and objectives, work processes and administrative operations of the medical center; Knowledge of a wide range of hospital policies and procedures is required to facilitate interaction between different services; Knowledge of medical terminology and technical data; Skill in applying basic data gathering methods, to collect various types of factual information; Thorough knowledge of VISTA applications including CPRS, VISTA, VATAS, etc. You will be rated on the following Competencies for this position: Administration and ManagementFinancial ManagementManages ResourcesOrganizational AwarenessPersonnel and Human Resources 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 sedentary but requires some walking, standing, bending, climbing and carrying of light items such as papers and files. Long periods of sitting and using a computer screen and keyboard. 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

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: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.

Contacts

• Address William S Middleton Memorial Veterans Hospital 2500 Overlook Terrace Madison, WI 53705 US
• Name: Britni Gardner
• Phone: (727)776-2876
• Email: [email protected]