This position assists the Associate Director of Finance and Information Management of the New York Harbor Healthcare System. This critical position ensures that numerous important, daily administrative duties of the Associate Directors office are carried out seamlessly and efficiently.

Duties

The incumbent calls to attention problems that require HRMS intervention or correction; provides orientation for new staff; keeps managers informed of the status of on-going personnel actions. Applies new policies, provides advice on requirements, maintains administrative systems, and prepares administrative paperwork. Collaborates with the secretaries in subordinate offices use correct secretarial practices and procedures, that they are consistent with those dictated by VHA, and controls workload by assuring that assignments are dispersed correctly and followed up by appropriate staff within the Executive Office. Arranges meetings and conference calls, frequently for large groups of senior level executives, which includes the ; special events; and entails development and preparation of agenda, development and preparation of meeting material for the VA NYHHS Director's use, notification of individuals, and arrangements for equipment. Reviews all correspondence prepared for the VA NYHHS Director's signature for clarity, response completeness, grammatical and procedural correctness, and tone; returns inadequate submissions with instructions for completion or rewrites the document. Disseminates new directives and provides assistance for those requiring additional clarification. Independently answers questions and performs most activities involving established policy or routine matters without referring the inquiry to the VA NYHHS Director or other staff. Manages and/or prepares responses to correspondence for the Director. Assures that all administrative protocols pertinent to correspondence management, hospital policies, and proper customer service are held in adherence. Coordinates the administrative workflow of lower graded staff members within this service and reviews and channels all correspondence. Oversight of all logistics planning and preparation for meetings, including scheduling, mailings; travel, dining and lodging arrangements Performs other duties as assigned. Work Schedule: Monday through Friday 8:00am- 4:30pm. Virtual: This is not a virtual position. Position Description/PD#: Secretary/PD012080 Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 08/31/2023. 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-9 position you must have served 52 weeks at the GS-7. 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-7 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 the substantive programs of the hospital as they relate to the hospitals clerical and administrative functions. Skill in advising and instructing secretaries in subordinate organizations concerning such matters as center memoranda, reports, correspondence and telephone procedures. Excellent knowledge of grammar, spelling and terminology commonly used in office setting. You will be rated on the following Competencies for this position: Administration and ManagementClericalCommunicationDecision MakingHuman Capital Management 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. It occasionally required carrying light objects such as files, books and papers. 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 VA NY Harbor Healthcare System 423 East 23rd Street New York, NY 10010 US
• Name: Alicia Franklin
• Phone: 716-393-8342
• Email: [email protected]