The Administrative Specialist position is located within the Surgical Services at the Veterans Affairs Palo Alto Healthcare System (VAPAHCS) in Palo Alto, California. The VAPAHCS Surgical Service is a complex service comprised of multiple surgical specialties. The Administrative Specialist's primary purpose is to serve as the Operating Room Administrator with responsibility for the administrative functions.

Duties

This position involves a multi-grade career ladder. The major duties listed below represent the full performance level of GS-9. At the GS-7 grade level, you will perform assignments of a more limited scope and with less independence. You will progressively acquire the background necessary to perform at the full performance level of GS-9. Promotion is at the discretion of the supervisor and is contingent upon satisfactory performance, availability of higher level work, and availability of funds. Major Duties: The primary responsibility of the incumbent within the Service is to assist the Chief of Surgical Service to fulfill the missions of this complex service, with the principal objective of optimizing utilization of resources dedicated to its training programs. Provides oversight of not only the on-boarding aspect for trainees, but also the breadth of administrative needs during their rotation at VAPAHCS. Manages credentialing and hiring activities related to any of the fellows or trainees. Develop and maintain a program database for tracking, if necessary. Serves as a point of contact for informational needs related to the aforementioned programs for a broad range of customers, working closely with Surgical Service leadership, support services, and other VA medical centers to meet the needs of external customers. Acts as a liaison between VAPAHCS and affiliate universities to generate and maintain agreements as indicated. Works together with the Office of Education, VAPAHCS, and administration at the independent schools of various health professions to ensure all trainees meet requirements for processing. Facilitates updated orientation materials that are accurate and easily accessible, and also organizes and coordinates the orientation process for residents, medical students, and other trainees. Performs analytical and evaluative work related to program operations and collaborates with section chiefs to ensure integrated goals and priorities for Surgical Service training programs are met. Drafts and reviews all contract proposals and agreements to assure accurate budgetary, personnel, and administrative arrangements. Provides advice to the Surgical Service leadership on contracting and procurement policies and issues. Recommends and establishes new contracts based on data analysis gathered and identified needs, ensuring available funding and appropriate use of government resources. Creates and implements objective measures to monitor contract quality and/or performance, incorporating data usage as appropriate. Perform all duties as assigned. Work Schedule: Full-Time Employment: 8:30 am - 5:00 pm Telework: Available Upon Supervisory Approval Recruitment & Relocation Incentives: Not authorized Financial Disclosure Report: Not Required

Requirements

Qualifications

For GS-7: Superior Academic Achievement at the GS-7 level:(SAA) at the baccalaureate level in the coursework detailed above is fully qualifying. Applicants who wish to apply under this provision must submit proof from their educational institution that they meet one of the criteria listed below. To qualify for SAA, applicants must have completed all the requirements for a bachelor's degree in a curriculum that is qualifying for the position to be filled and meet one of the following: Rank in the upper one-third of your class in the college, university or major subdivision. A grade-point average of "B" (a GPA of 2.95 or higher out of a possible 4.0) for all completed undergraduate courses, or those completed in the last two years of undergraduate study. A grade point average of "B+" (a GPA of 3.45 or higher out of a possible 4.0) for all courses in your major field of study, or those courses in your major completed in the last two years of undergraduate study. Membership in a national honor society (other than freshman honor societies) recognized by the Association of College Honor Societies. For a list of recognized honor societies please visit http://www.achsnatl.org/quick_link.asp. For more information regarding SAA please visit http://www.opm.gov/qualifications/SEC-II/s2-e5.asp#e4f. - OR- Possess at least one full year of graduate level study, or possess a master's or higher degree etc. in a field that provided the knowledge, skills, and abilities necessary to do the work of this position. (TRANSCRIPTS REQUIRED) -OR- Possess at least one year of work experience in coordination of clinical trainee programs; experience in contract management; experience in providing personnel support for clinicians in a healthcare setting; experience in process improvement; and data management and analytics equivalent to GS-5 grade level. -OR- Possess an equivalent combination of graduate education and experience to meet the total experience requirements for the GS-7 grade level. NOTE: To calculate the combination of education and experience, determine the amount of experience you have as a percentage for the grade level. Then determine the amount of graduate education you have as a percentage for the grade level. Add the two percentages; the total percentage must equal at least 100% to qualify for the grade level. (TRANSCRIPTS REQUIRED) You will be rated on the following Competencies as part of the assessment questionnaire for this position: Educational Experience (ACWA)Mathematical Skills (ACWA)Rating (ACWA)Social Organizations (ACWA)Work Experience (ACWA) IMPORTANT: A full year of work is considered to be 35-40 hours of work per week. All experience listed on your resume must include the month and year start/end dates. 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. 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; religious; 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. Physical Requirements: There are no unique physical demands other than the ability to work and concentrate with frequent telephone and/or personal contact interruptions. Most of the work is sedentary, but some mobility is required such as walking, standing, bending, lifting, and carrying light items such as books, papers, and files. 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

IMPORTANT: A transcript must be submitted with your application if you are basing all or part of your qualifications on education.



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 Palo Alto VA Medical Center 3801 Miranda Avenue Palo Alto, CA 94304 US
• Name: VHA National Recruitment Center
• Phone: (844)456-5208
• Email: [email protected]