The incumbent serves as the Administrative Support Assistant under the supervision of the Chief of Dermatology at VA Palo Alto Health Care System (VAPAHCS), at the Palo Alto Division. The primary purpose of the position is to assist the Administrative Officer. The position encompasses a wide range of duties related to the administrative and operational support of a large and complex hospital-based service.

Duties

MAJOR DUTIES AND RESPONSIBILITIES but not limited too: The incumbent serves as a primary contact, liaison and resource for Dermatology Service. The incumbent assists the Administrative Officer in the administration of the service. This includes having knowledge of and being responsible for managing computerized databases related to budget, personnel issues, equipment/supply purchases, and clinical outcomes. This position coordinates and assists in meetings associated with Dermatology leadership, facility leadership, Veterans Integrated Service Network (VISN) leadership and other various facility staff. The incumbent appropriately triages information from the VISN, facility leadership and VA Central Office (VACO) to disseminate to the appropriate management staff ensuring to translate the request to clearly articulate the relevance and purpose of the request. Develops and compiles information used to identify trends in patient care or services, or for quality assurance and patient evaluation. The incumbent independently performs Automated Data Processing Application Coordinator (ADPAC) duties to ensure that Dermatology Service staff members have appropriate hardware/software and electronic menus to complete their clinical and administrative duties. The incumbent independently performs miscellaneous administrative duties in support of Dermatology including taking inventory and requisition of supplies, entering, processing, and tracking ADP work orders for information technology issues; repair of equipment; and engineering work orders for general maintenance, etc. Performs a wide variety of administrative tasks associated with maintaining and supporting the work performed within the organization. Primary contact for Dermatology to all callers and visitors. Assures that flow of correspondence in and out of Chief's office is expedient, accurate and correctly directed and assigned, and follows up on correspondence requiring immediate action. Prepares executive correspondence including Congressional responses for service chief and executive level signature; coordinates follow-up to address patient or other stakeholder inquiries and concerns. Takes minutes of administrative meetings and other meetings as requested and notifies persons of time and place. Prepares, types and distributes agendas and minutes. Manages tracking system for proficiencies of all registered nurses (RNs) and coordinates performance appraisals for licensed vocational nurses (LVNs) and administrative staff. Exercises control and responsibility for projects, questions, or problems associated with equipment management, personnel actions, and general administrative matters. Responsible for the ordering of medical equipment, including the preparation of documentation for contracting such as market research, salient characteristics, and statements of work. Serves as the ADPAC for the service. Assists in coordinating computer resources by conducting needs assessments, requesting needed computers and software, providing and/or organizing training, monitoring maintenance and supplies for computers, and troubleshooting and resolving technical issues. Work Schedule: Monday - Friday 8:00am - 4:30pm Virtual: This is not a virtual position. Position Description/PD#: Admin Support Assistant/PD02705O Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/09/2023. 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:Computer skills in spreadsheet development, presentation design, and basic statistical analyses are imperative. 2) Knowledge of the range of administrative laws, policies, regulations, and precedents applicable to VHA, including knowledge of VHA policies, directives and handbooks and knowledge of agency program goals and objectives. 3) Knowledge reasoning to apply policy knowledge and concepts to plan and implement projects or improvements. You will be rated on the following Competencies for this position: Attention to DetailCustomer ServiceOperating SystemsPlan and organize work 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 mostly sedentary, and requires some walking, standing, bending and carrying of light items such as books, documents, and papers (25 pounds or less). The mental demands and stress of the position are high due to the nature of 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 Palo Alto VA Medical Center 3801 Miranda Avenue Palo Alto, CA 94304 US
• Name: Desiree Carter
• Phone: 504-314-5492
• Email: [email protected]