The incumbent provides direct, confidential, executive-level assistance to the Ambulatory Care Line Manager and his/her Supervisory Program Specialist who direct and oversee clinical and administrative operations for the Care Line.

Duties

Major duties include but are not limited to: Statistical Reports: Develops internal administrative processes and procedures. Prepares ,reviews and maintains a variety of mission related documents and reports. Maintains and revises the office filing system in accordance with regulations. Participates in the planning, directing, and coordination of the administrative and procedural functions of the office. He/she is responsible for examining, ensuring completeness of information and conformance to pertinent rules, regulations, precedents and office procedures. Prepares a variety of narrative and statistical material, correspondences, reports, etc. Initiates reports of both a recurring and non-recurring nature by collecting, analyzing and disseminating data in a timely manner. The incumbent will review personnel and supply costs in Managerial Cost Accounting (MSA) through the labor mapping process. Prepares narrative reports, memoranda or fact sheets containing a statement of issues that arise related to the mission of the organization, problems and recommendations based on analysis of correspondence. Administrative Operations Support: Serves as the direct, confidential Staff Assistant to the Ambulatory Care Line Manager and is responsible for planning, coordinating and performing a variety of management and specialized administrative services in support of the organization. He/she is primary liaison and direct contact with the affiliate SUNY Upstate Medical School to include coordination of all residents and corresponding disbursement agreements and administration support for all contracts within the services. Coordinates of all required Ambulatory Care Line required action items, policy reviews, and scheduling of required meetings and required or mandatory training coordination within the Care Line. The incumbent has primary responsibility for completing documents and personnel action requests for Human Resources using WebHR, including but not limited to, request for recruitment, retirements, resignations, promotions, change to lower grades, adjustments etc., and completing Person Class reviews. Coordinate the issuance of any HR required memorandums through the Care Line Manager to the employee; examples include Sick Leave Certification memos, random drug testing memorandums etc. Maintains a report of control file system for the Ambulatory Care Line Manager to ensure timely submission of all reports required by the VA related to Ambulatory Care Line services. Prepares congressional inquiries and screens all correspondence for the Care Line Manager's signature for proper format, mathematical accuracy and correct grammar and content. Receives all correspondence and replies to mail not requiring the attention of the Care Line Manager, routes matters requiring action to local managers and follows-up to ensure that actions are completed. Types letters, endorsements, memoranda, staff papers, reports, etc. Prepares and maintains required Controlled Correspondence, Monthly Narratives to the Medical Center Director and Care Line Meeting minutes. Maintaining Appointments, Calendars & Schedules: Screens calendars in order to avoid conflicts when scheduling appointment, schedules appointments, and makes commitments for the Care Line Manager. Key functions of the position include subject matter expert in Conference Room Scheduling, Appointment Management and AMION scheduling. Ambulatory Care Line Travel Preparer & Advisor: Prepares travel requests, obtains approval from the Care Line Manager, and creates Travel Plans for all official Government travel requirements using an automated travel management system. Receives all travel requests and liaisons with VISN 2 Travel Office to expedite submission and approval of travel requests for all employees located in the Service Line. Evaluates requests for completeness and reviews travel budget to advise local approving official on the feasibility of the travel request. Timekeeping & Budget: Reviews time and attendance (T&A) data prior to certification by supervisor for the direct reports through the Management Office. Provides procedural advice to Care Line timekeepers as needed. Establishes controls to monitor expenses and recommends budget adjustments related to travel and education. Monitors the expenditure of care line funds and keeps the Care Line Manager advised of the status of the operating travel and education budget and alert to critical areas. Performs other duties as assigned. Work Schedule: 8AM-4:30PM. M-F. Telework: Not Available. Virtual: This is not a virtual position. Position Description/PD#: Administrative Assistant , PD # 18222-O. Relocation/Recruitment Incentives: 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, 09/29/2023. 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: 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: Gathering data/information and prepares written reports Preparing, executing, and/or tracking program specific information, such as official records, action items, etc. Coordinating meetings to include arranging conference room, sending calendar invite and attending meeting to record/transcribe minutes. You will be rated on the following Competencies for this position: CommunicationsKnowledge ManagementTechnical DocumentationWriting 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 incumbent's work is primarily sedentary requiring some walking, standing, bending, and carrying light items such as 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.

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 Syracuse VA Medical Center 800 Irving Ave Syracuse, NY 13210 US
• Name: Erika Weisbrod
• Phone: 680-216-8337
• Email: [email protected]