This position is located at the VA Ann Arbor Healthcare System and is organizationally aligned under the Chief of Staff. Responsible for providing technical and administrative support to the special project and major, complex assignments and responsibilities that the Deputy Chief of Staff assumes in his/her expanding role with the University affiliate and VA Central Office.

Duties

Secretarial Duties 60% Ensures that the practices and procedures used by programmatic support staff in subordinate clinical offices through the VAAAHS are consistent with those of the Director's office, VISN and VACO directives. Exercises exclusive control of the Deputy Chief of Staff's appointments and calendar with complete authority for commitments of time. Screens calls, visitors, and patients answering questions and completing business involving established policy of routine matters without making referrals to the Deputy Chief of Staff whenever possible. Exercises independent decision-making in routing and assigning actions and suspense dates on all correspondence coming to the Deputy Chief of Staff office on a daily basis. Maintains a log for all action items to monitor the timely completion and submission of responses. Develops and maintains a suspense system which is reviewed at least daily to flag pending issues and ensure due dates are met. Required to use sound judgement and diplomacy in notifying services to determine status of delinquent items prior to official due dates. Receives and reviews all correspondence received in the office of the Deputy Chief of Staff and replies to mail not requiring the Deputy Chief of Staff's attention. Screens all correspondence prepared for the Chief of Staff signature for clarity, completeness of reply, grammatical, and procedural correctness. Arranges conferences for the Deputy Chief of Staff on a nationwide basis and when local meetings are requested. This includes preparing agenda, notifying participants, arranging luncheons, scheduling tours and similar matters. Checks to ensure that commitments made at these meeting are met and keeps the Deputy Chief of Staff informed of the status of these commitments. Provides staff support for the facility Committee meetings and task forces chaired by the Deputy Chief of Staff. This involves establishing a schedule of the meetings, disseminating the schedule to all participants, reserving rooms for meetings and getting the rooms prepared (ordering food, room set up, ordering audiovisual equipment, etc.), developing and timely distributing of agenda, compiling necessary materials for meetings, and recording and preparing minutes of the meetings. Provides technical assistance in the preparation for external reviews, including, but not limited to The Joint Commission, Office of Inspector General, and VISN audits. Prepares written documents, charts, and graphs. Many of these documents are original forms or reports which require extensive experimentation to determine proper layout and format. Prepares travel orders and makes travel and accommodation reservations. Prepares travel vouchers in a timely manner after each trip has been completed and checks to ensure any reimbursement due is received. Serves as timekeeper for the office of the Chief of Staff covering multiple T&Ls. This entails an understanding of the accurate and timely posting of time not only for the full-time staff but for the part-time physicians who function on an irregular tour of duty. Assists with selected community relations activities. Specifically, incumbent organizes materials for Deputy Chief of Staff use in public speaking, develops background information, and prepares outlines for speeches. Is responsible for maintaining an account of all the activities/accomplishments of the Deputy Chief of Staff to be used for input into the annual performance evaluation for submission to the VISN and Central Office by specified dates. Maintains the critical files for the Deputy Chief of Staff. Serves as Record Liaison and TMS Liaison both being critical roles for the Department. Serves as primary back-up to Chief of Staff Secretary. Staff Assistant Duties 40% Coordinate Human Resources and Credentialing requirements for new and existing employees. Collaborate with Credentialing, Human Resource Specialists, Personnel Security Office, IT, and others for successful recruitment and on-boarding of new applicants. Coordinate renewal packets for Credentialing and PIV cards. Coordination often require troubleshooting and independent judgement to resolving issues that arise. Serve as primary ADPAC for Deputy Chief of Staff Office and Emergency Department. Responsible for running reports and ensuring efficient operations within Deputy Chief of Staff Office and Emergency Department. Track and monitor productivity, incomplete encounters, workload, etc. Maintain Emergency Department schedules, including resident rotations. Serve as delegate to Deputy Chief of Staff in administrative systems. Other duties as assigned. Work Schedule: Monday-Friday (7:30 am to 4:00 pm) Virtual: This is not a virtual position. Position Description/PD#: Secretary/PD931450 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required Not Authorized

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/25/2023. 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-7 position you must have served 52 weeks at the GS-6. 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-6 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Providing administrative support, operating a personal computer, using a computer to process and analyze data, sorting and processing incoming correspondence, coordinating with others between various units and offices to accomplish work related projects, analyzing work flow to determine potential problem areas and making recommendations to correct, proofreading documents for grammatical errors, notifying others of pending appointments and meetings and advising others on processes or procedures. You will be rated on the following Competencies for this position: Attention to DetailCustomer Service (Clerical/Technical)Information Management 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. However, some walking, standing, bending and carrying light items is required. 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 Ann Arbor VA Medical Center 2215 Fuller Road Ann Arbor, MI 48105 US
• Name: Jessica Kidd
• Phone: 734-596-3177
• Email: [email protected]