This position serves as the Executive Assistant to the Director at the William S. Middleton Memorial Veterans Hospital in Madison, WI.

Duties

Duties include but are not limited to: Manages schedules, makes appointments, and coordinates meetings. Serves as office manager for the Director's office, providing oversight and coordination of duties and responsibilities. Distributes work to clerical staff. Analyzes and evaluates procedures and identifies and implements more efficient processes to optimize productivity. Serves as the primary resource person for the clinical and administrative service chiefs/service managers and staff regarding hospital procedures, protocol, and policies. Identifies objectives based on Director's goals and priorities. Gathers, collects data, and prepares responses to requests for service reports for the Director's staff. Assigns, follows-ups, and tracks all action items. Reviews and analyzes reports for format, adequacy, accuracy, and responsiveness to requests. Manages and schedules professional development training and travel for Director's staff. Serves as the facility expert on all correspondence, including formatting and proof-reading. Establishes and maintains electronic repository for all committee minutes. Coordinates office space and equipment needs of the department. Communicates and assists customers using courtesy, tact and respect. Maintains confidentiality of sensitive information. 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, 8:00AM to 4:30PM Virtual: This is not a virtual position. Position Description/PD#: Executive Assistant/PD04340O 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. To qualify at the announced levels you must meet the following: GS-9 Level: You must possess at least one (1) year of specialized experience equivalent to the GS-7 grade level that equipped you with the particular knowledge, skills, and abilities to perform successfully the duties of the position. Specialized Experience for this position includes, but is not limited to: Knowledge of key personnel and lines of authority within a medical facility to effectively manage administrative activities and the flow or information. Knowledge of the major issues affecting VA, program goals, objectives, work processes, and administrative operations. Interpersonal skills in presenting staffing recommendation and negotiating solutions to disputed recommendations. Knowledge of correspondence formats and skill in proofreading. Knowledge of electronic office tools and emerging electronic technologies for automating office functions. Setting up and maintaining a complex tracking system to ensure adequate internal controls. GS-11 Level: You must possess at least one (1) year of specialized experience equivalent to the GS-9 grade level that equipped you with the particular knowledge, skills, and abilities to perform successfully the duties of the position. Specialized Experience for this position includes, but is not limited to: Applying analytical and evaluative methods and techniques to issues or studies concerning the efficiency and effectiveness of the hospital Director's program operations. Knowledge of the major issues affecting VA, program goals, objectives, work processes, and administrative operations. Developing new or modified work methods, management process, and staffing patterns for administering program services and automating work processing in an administrative support function. Conducting detailed analyses of complex functions and work processes and making recommendations. Interpersonal skills in presenting staffing recommendation and negotiating solutions to disputed recommendations. Knowledge of correspondence formats and skill in proofreading. Knowledge of electronic office tools and emerging electronic technologies for automating office functions. Setting up and maintaining a complex tracking system to ensure adequate internal controls. You will be rated on the following Competencies for this position: CommunicationsCustomer ServiceManages and Organizes InformationPlanning and EvaluatingTechnical Competence 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, although some slight physical effort may be required. Work is typically preformed in an adequately lighted and climate controlled office. 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

There is no educational substitution at this grade level.

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: Lisa Maddox
• Email: [email protected]