The purpose is to provide secretarial administrative support assistance to the Surgical Service Chief, Assistant Selvice Chief, Section/Unit Chiefs/Supervisors. Administrative support recommendations provided serve to support the basis for the direction, planning, organizing and controlling of service operations.

Duties

Must screen calls, decide who and how the problem will be solved and must inform the Service Chief accordingly. Directors of the various Residency Programs also contact her when residencies are going to be inspected. Information (statistics, curriculum vitae, educational activities, etc.) are all obtained, prepared and sent to the supervisors before the inspections are performed. Procures materials needed by the Service Chief in order to respond to telephone/electronic inquiries and correspondence. Able to coordinate by placing phone calls, coordinating conference calls, sending e-mails as needed or requested by the Service Chief with VHA offices, VISN/Surgical and/or Anesthesia Service Central offices and with regulatory organizations. Able to coordinate academic matters with Universities that have residency and or medical school affiliations and have students and residents rotating at the Surgical Service VACHS. Receives all visitors seeking to speak with the Chief and the Assistant Chief. Visiting physicians, visitors, surveyors, patients and relatives awaiting surgical procedures or with complaints. Complaints must always be processed with customer service in mind. They must be treated with courtesy, respect and should be provided with the maximum information available without forgetting patient confidentiality. This task includes all the telephone calls from patients requesting changes in appointments. Some calls are referred to the sub-specialties clinic areas and others are solved directly with the surgeon/specialty involved. Work Schedule: MONDAY-FRIDAY,8 hrs shift 7:00 - 4:30pm based on service needs. Virtual: This is not a virtual position. Position Description/PD#: Secretary (Office Automation)/PD672-07184-0 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, 09/05/2023. 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-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: Carefully read the following descriptions of the required specialized experience for the position. Your resume must support your response. Applicants must have one (1) full year of specialized experience related to this position. This experience must have been equivalent to at least the GS-06 grade level in the Federal Service. Specialized experience Examples of specialized experience would typically include, but are not limited to: Main contact person for all services including the Center Director's office and the office of the Chief of Staff, when there are specific problems that must be solved. Must screen calls, decide who and how the problem will be solved and must inform the Service Chief accordingly. Directors of the various Residency Programs also contact her when residencies are going to be inspected. Information (statistics, curriculum vitae, educational activities, etc.) are all obtained, prepared and sent to the supervisors before the inspections are performed. Procures materials needed by the Service Chief in order to respond to telephone/electronic inquiries and correspondence. Able to coordinate by placing phone calls, coordinating conference calls, sending e-mails as needed or requested by the Service Chief with VHA offices, VISN/Surgical and/or Anesthesia Service Central offices and with regulatory organizations. Able to coordinate academic matters with Universities that have residency and or medical school affiliations and have students and residents rotating at the Surgical Service VACHS. Receives all visitors seeking to speak with the Chief and the Assistant Chief. Visiting physicians, visitors, surveyors, patients and relatives awaiting surgical procedures or with complaints. Complaints must always be processed with customer service in mind. They must be treated with courtesy, respect and should be provided with the maximum information available without forgetting patient confidentiality. This task includes all the telephone calls from patients requesting changes in appointments. Some calls are referred to the sub-specialties clinic areas and others are solved directly with the surgeon/specialty involved. Provides administrative support assistance to the Chief Surgical Service, Assistant Service Chief, Section Chiefs and Supervisors. Assists the Service Supervisors and Section/Unit Chiefs (Administrative Office, Anesthesia, Ophthalmology, Optometry, Neurosurgery, Urology, ENT, Orthopedics, General Surgery and Gynecology) and contract/on station fee basis staff in all aspects of clerical work and information regarding their specific wOf1< needs. Works dosely with the Service Chief on matters that are highly confidential and safeguards sensitive documents such as reports of situations within the Service. Keeps a daily calendar of activities for the Chief/Assistant Chief of the Service reminding them at all times. Briefs the Service Chief /Assistant Chief on a daily basis of scheduled activities and meetings in the agenda. Prepares agendas and/or secures minutes for Hospital Committee Meetings when Chief, Assistant Chief or their designees must attend. Schedules appointments, coordinates meetings, and/or schedules conferences. Researches and provides background on subject matter of meetings. Attends meetings and conference calls and acts as the recorder. Secures meetings attendance sheets and submits to the office of the ACOS for Education for proper accreditation. Acts as recorder to Monthly Service Staff Meeting. Secures room for the meetings, records, transcribes, prepares and disbibutes minutestagendas and notices. Up to date completed minutes are kept on file at all times. You will be rated on the following Competencies for this position: Attention to DetailClericalCommunicationsCustomer ServiceWriting 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. Typically, the employee sits comfortably to do the work. However, there may be some walking; standing; bending; carrying of light items such as papers, books, small parts; etc. 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 San Juan VA Medical Center 10 Calle Casia San Juan, PR 00921 US
• Name: Miguel Viera-Rodriguez
• Phone: 787-641-7582
• Email: [email protected]