This developmental level position is organizationally aligned to the Office of the Director located at the Edward Hines, Jr. Hospital (578), a Level 1A complexity VHA facility. The incumbent serves as Executive Assistant to a designated Executive Leadership Member Team who have exercising line authority over their respected Service Lines under the Organizational Structure.

Duties

***THIS IS NOT A VIRTUAL POSITION, YOU MUST LIVE WITHIN OR BE WILLING TO RELOCATE WITHIN A COMMUTABLE DISTANCE OF THE DUTY LOCATION*** 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 and Responsibilities include: The position provides direct administrative support and collaboration with other clerical and administrative staff within the offices of the Executive Leadership Team to support administrative services. The incumbent assists with organizational, functional, and staffing charts; annual budget, overtime requests, incentive awards, fund control points, EIL inventory, and the like. The incumbent represents the respective Executive Leadership Members as a member of committee meetings and reports back to the for decisions. The incumbent also serves on Hospital special projects, processes actions teams, leadership focus groups, etc. as assigned. The incumbent is responsible for recruitment and interview activities, clinic profiles/set-ups and/or management, data management, retrieval and validation, employee records/files, orientation of new staff, and is the timekeeping official for Time and Attendance. The incumbent drafts and reviews service policies, plans and procedures, reviews and updates the respective Executive Leadership Members Service Emergency Preparedness Plan, Fire and Safety Plan, ADP Contingency Plan, etc. Duties also include, but are not limited to: Receives and screens visitors and telephone calls, i.e. identity, purpose of call and relative importance in relation to availability of staff members. Provides advice and guidance to staff on clerical and administrative matters and provides administrative support to the office Maintains calendars and makes appointments in accordance with established practice and special instructions Assists in development of annual training plans assuring that budgetary guidance is followed and periodically advises staff of training opportunities Take meeting minutes for both clinical and administrative meetings Receives and reviews incoming correspondence and suspense items Arranges conferences; parking, lodging, meals and transportation Performs other related duties as assigned. Work Schedule: Monday - Friday, 7:30 a.m. - 4:00 p.m. Recruitment & Relocation Incentives: Not authorized Financial Disclosure Report: Not Required

Requirements

Qualifications

All qualification requirements must be met by the closing date of the announcement. In order to qualify for this position, you must meet one of the following: Superior Academic Achievement: (SAA) at the baccalaureate level in the coursework detailed below 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 related to and qualifying for the position to be filled and meet one of the following: 1. Rank in the upper one-third of your class in the college, university or major subdivision. 2. 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. 3. 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. 4. 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. (NOTE: Transcripts must be submitted with your application materials. Education cannot be credited without documentation. Transcript must show a degree was conferred in order to qualify on SAA.) ~OR~ Specialized Experience at the GS-7 level: Possess one year of specialized experience equivalent to the next lower grade level (GS-5) in federal service, involving the performance of administrative and management work or equivalent, in the normal line of progression for the occupation, that has equipped the applicant with the particular competencies/knowledge, skills, and abilities to successfully perform the duties of the position, and that is typically in or related to the work of the position to be filled. Specialized experience for this position would consist of: ability to organize and plan the activities of an office; maintain suspense systems to ensure items assigned for action are completed and submitted on time; skills in reviewing correspondence and documents prepared for signature by management to ensure compliance with regulations, rules of grammar, format guidelines, and special policies of the facility; meets and works with individuals at different organizational levels and persons of diverse backgrounds; knowledge of computer software such as database, spreadsheets, and graphic programs; skill in proofreading and final review of correspondence and reports; and skills in ordering supplies and submitting work orders for repairs or maintenance. (NOTE: Your experience must be fully documented in your resume and must include job title, duties, month and year start/end dates, AND hours worked per week.) ~OR~ Education Substitution: Applicants may substitute graduate education for the required experience. To qualify based on education for this grade level, you must possess 1 full year of progressively higher level graduate education leading to a Master's degree. Such education must demonstrate the knowledge, skills, and abilities necessary to do the work of the Management and Program Analyst. (NOTE: Transcripts must be submitted with your application materials. Education cannot be credited without documentation.) ~OR~ Combination of Specialized Experience and Education: Applicants may also combine education and experience to qualify at this level. You must have an equivalent combination of specialized experience and graduate level education. Such education must demonstrate the knowledge, skills, and abilities necessary to do the work of the Management and Program Analyst. (NOTE: Transcripts must be submitted with your application materials. Education cannot be credited without documentation.) 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: 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 this 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

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 Edward Hines Junior Hospital 5000 South 5th Avenue Hines, IL 60141 US
• Name: VHA National Recruitment Center
• Phone: (844)456-5208
• Email: [email protected]