This position is in the Office of the Assistant Director and functions as the Administrative Officer working for the Assistant Director office which provides administrative support to the entire Executive Leadership Team. The incumbent provides management and administrative support in all areas of the organization, personnel, and administration; supervises support staff for the office, which includes the Associate Director and Chief of Staff's offices.

Duties

Conduct studies of workload distribution to ensure fair and equitable distribution of administrative work processes among PSAs serving the executive leadership team. The incumbent is responsible for analyzing and ensuring the work productivity of the PSAs within the service and for ensuring their work meets the standards within their practice. Responsible for the preparation of the bottom-line up-front narrative on productivity and accomplishments of PSAs within the service. Manages the administrative support and serves as the backup to the Program Support Assistants that support the entire Executive Leadership Team. Approving official for time and leave for clerical support staff in the office, he/she ensures that coverage is prearranged. Evaluates work of subordinates and recommends performance standards and ratings. Effects minor disciplinary measures such as warnings and reprimands, recommending other action in more serious cases. The incumbent is a key public relations representative for the Assistant Director and Executive Director's office and must always present a positive, professional, pro-active manner and be adept at handling sensitive issues competently. The incumbent will be responsible for standardized administrative practices and will ensure that clerical work processes are standardized across all medical center services. The incumbent ensures proper organizational methods are utilized by staff and all records and reports are easily accessed by the leadership team. Tracks Action Items, Action Plans, RCA's, Union Grievance, and Fact Findings. Ensures all are logged into the appropriate tracking systems and is managed within assigned deadlines. Serves as Subject Matter Expert (SME) for the Assistant Director service in computer software applications. In the absence of the Assistant Director, the incumbent is responsible for the continued functioning of the office with the authority to coordinate directly with others, including the Health System Specialists that support the AD, COS and ADPCS and other members of the Executive Team. Manages the handling of all incoming phone calls to the Executive Front Office. Plans and/or supports committees, boards, symposia's, or conferences by planning agendas and ensures that appropriate working papers and reports are complete and ready for presentation at meetings. Responsible for creating and maintaining effective automated systems to track and trend data. Reviews and prepares, personnel actions, tracking, trending, and coordinates the HR actions on behalf of the Executive Director and Assistant Director. Performs other duties as assigned. Work Schedule: Monday through Friday 8:00am to 4:30 Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD24708O

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 09/07/2023. 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-10 position you must have served 52 weeks at the GS-9. 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: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-9 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 a wide range of qualitative and/or quantitative methods for the assessment and improvement of program effectiveness or the improvement of complex management process and systems. He/she has knowledge of VHA and medical center policies, procedures, directives, and handbooks and is responsible for ensuring policies and procedures are in compliance with VHA guidelines. You will be rated on the following Competencies for this position: CommunicationInterpersonal SkillsLearningPlanning and Evaluating 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 done is sedentary. Typically, employee sits comfortably to perform the work. However, there is some walking, standing, bending, and carrying light items such as papers, supplies, or books. No special physical demands are required to perform the work. 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.

Contacts

• Address Northport VA Medical Center 79 Middleville Road Building 200 Northport, NY 11768 US
• Name: Alicia Franklin
• Phone: 716-393-8342
• Email: [email protected]