The position is organizationally under Surgical Service at the VA Palo Alto Health Care System (VAPAHCS). The VAPAHCS Surgical Service is a complex service comprised of multiple surgical specialties, with an authorized staffing level that includes physicians, other licensed clinical providers, clinical support staff, and administrative staff. The incumbent functions as a Program Specialist under the Office of the Chief, Surgical Service.

Duties

The role of the incumbent is to assist the Chief, Surgical Service to fulfill the missions of this complex service, with the principle objective of optimizing utilization of resources dedicated to its training programs. The incumbent has primary provision and responsibility to the Chief of Surgical Service as well as Residency and Fellowship Program Directors to ensure quality assurance of all trainee programs and adherence to administrative protocols. As a Stanford affiliated service, the complexity 2 and multidimensional aspects of the enterprise require the incumbent to have an overall knowledge of the organization, its mission, goals, and impact on patients, personnel, community, and the nation. The incumbent is knowledgeable of overall VHA, VISN 21, and VAPAHCS goals, missions, and priorities to assure a positive impact on training programs and resources. Major duties and responsibilities include, but not limited to: Primary responsibility of administrative needs related to residents, fellows, and other clinical trainees that rotate through Surgical Service. Primary coordinator of all health professions trainee programs under Surgical Service at VAPAHCS, collaborating with the affiliate, Stanford University School of Medicine, as well as other independent schools of various health professions. 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. 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. Manages procurement and contracting for Surgical Service, including preparing procurement requests evaluating proposals for work, serving as a Contracting Officer Representative (COR) for procurements, maintaining procurement and contracting records, and/or verifying all quality measures for the contract are met. Establishes contacts with non-government institutions or individuals regarding fee basis or contract personnel and services. Serves as a point of contact for Surgical Service personnel issues and assists Surgical Service leadership to perform the full range of human resource requirements related to recruitment & placement, personnel security, processing & records, employee benefits, and position management & classification. Coordinates with the HRMS, Medical Staff Office, Nursing Service, and the Chief of Staff's Office to prepare board actions for new or existing staff. Serves as the lead Talent Management System (TMS) Coordinator for the service and is responsible for tracking and ensuring compliance of Surgical Service employees and affiliates (including fee basis, WOC, contractors, residents, and medical students) to mandatory training deadlines and policies. Responsible for records management throughout all aspects of Surgical Service, including confidential personnel files and medical records. Coordinates meetings as requested by the AO, Chief of Surgical Service, or designee. Serves as an Automated Data Processing (ADP) Application Coordinator (ADPAC) for Surgical Service. Provides Surgical Service leadership with analyzed data and objectively based information for making decisions on the administrative and programmatic aspects of Surgical Service operations and management. Establishes procedures related to administrative processes and instructs relevant staff on current regulations. Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level. Work Schedule: Monday - Friday, 8:30 am to 5:00 pm Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Administrative Specialist/PD00523A and PD00522A 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, 10/11/2023. 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-05. For a GS-09 position you must have served 52 weeks at the GS-07. 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 and/or education as described below: GS-7 Minimum Requirements: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-05 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Tracking suspenses Scheduling meetings using an automated/electronic calendar Transcribing meeting minutes for dissemination throughout an organization Entering Time and Attendance into an automated database Creating draft presentations and reports for leadership and an administrative team Receiving mail and office correspondence for dissemination Maintaining office supplies and submitting work orders or purchase requests for supplies, keys, and other materials upon request. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed one (1) full year of graduate level education that demonstrates the knowledge, skills, and abilities necessary to do the work of this position. NOTE: Transcripts must be submitted with application. Education cannot be credited without documentation. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond a bachelor's degree may be used to qualify applicants for the GS-07 level. NOTE: If using education combined with specialized experience to qualify, a copy of your transcript is required. GS-9 Minimum Requirements: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-07 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Performing administrative duties and working collaboratively with site leadership Manage databases to track information and analyze trends Develop and implement local policies, and interpret administrative policies Composing and screening correspondence and memorandums for accuracy and completeness Implementing process improvement projects Organizing meetings and conferences and establishing and implementing office practices and procedures to be used by administrative staff Ensuring that the clinic is fully operational and meets VA regulations and Joint Commission standards OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed two (2) years of progressively higher-level graduate education, or masters or equivalent graduate degree, or LL.B. or J.D., in a related field of the position to be filled. Education at the graduate level must have been obtained in an accredited college or university and must demonstrate the knowledge, skills, and abilities necessary to do the work of this position. NOTE: Transcripts must be submitted with application. Education cannot be credited without documentation. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond the first year (18 semester hours) of graduate school may be used to qualify applicants for the GS-09 level. You will be rated on the following Competencies for this position: Contracting/ProcurementCreative ThinkingMedical InformationPersonnel and Human Resources 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: There are no unique physical demands other than the ability to work and concentrate with frequent telephone and/or personal contact interruptions by staff, stakeholders, and visitors. 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. This position also requires mobility within the medical center and in rare instances, via shuttle, bus, or government car between other locations within the healthcare system. 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

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: Veronica Alvarado
• Phone: (415) 960-5758
• Email: [email protected]