This position is located in the Office of the Chief of Staff, a multifaceted workplace environment encompassing 5 sections to include Research, Infection Prevention and Control, Medical Staff Office (Credentialing and Privileging), Health Informatics/Clinical Applications, Group Practice Management and also provides direct oversight to 10 Clinical services.

Duties

Duties include, but are not limited to: Serves as principal administrative assistant to the Executive Assistant to the chief of Staff and also supports the Chief of Staff as needed by independently providing a wide range of administrative program support toward the successful, accomplishment of the office's program goals and objectives. Provides support for day to day office operations in the absence of the COS Office secretary. Coordinating leave , and assuring continuity of the decorum associated with the upper management level. supports the demanding office with a large volume of call and visitors associated with the Director office and independently answers most calls and inquiries involving routine matters. Coordinates and independently manages the calendar for the Executive Assistant to the Director aswell as Director as needed, having authority for the commitment of his time based on his/her interests, objectives, and responsibilities. Makes complete arrangements for staff meetings, conferences, special meetings and appointments with outside stakeholders. Coordinates arrangements and finalizes plans for special events and conferences within the Director line to include reserving meeting rooms; notifying attendees of date and time, preparing necessary handouts; requesting videoconferencing, and arranging for refreshments when relevant. Initiates and finalizes travel arrangements, prepares trip tickets and travel orders and completes travel vouchers for the Executive Assistant to the Director and/ or Director. Proofreads all correspondence prepared by Executive Assistant for procedural and grammatical accuracy, policy adherence and correct format, ensures appropriate dissemination. Assists Executive Assistant in preparation of materials for and scheduling of interviews conducted directly within the Director office and underlying sections. Composes replies to incoming mail not requiring technical, clinical knowledge. Establishes protocols and systems for organizing and managing electronic correspondence, providing reminders and tracking for the Executive Assistant. Assists in maintaining subject matter files and records that relate to the work of the Executive Assistant. Sets up, maintains, and monitors an electronic system to track the status of actions, both VISN and internal, as well as correspondence for all Services and Sections under the Director purview and ensure timely submission. Uses word processing software and printing equipment to create, copy, edit, e.g., make insertions or deletions or move material from one place to another; store, retrieve and print a variety of standardized documents using a glossary of formats. Maintains contact with management of other Federal agencies to set up meetings, seek or provide information for the Executive Assistant to the Director and/or Director as needed. Performs query search, assembles, and summarizes information as required from files and documents as requested by the supervisor in anticipation of the supervisor's needs. Maintains office files and records to include personnel files and is knowledgeable of files to be located with minimal delay when requested. Serves as the backup to the Primary Records Control Liaison Officer for the Director Office. Performs office duties using a multitude of software applications such as Microsoft Outlook Publishing, Excel, PowerPoint, Teams as well as VHA data bases to extract and organize data, produce letters, memoranda, and a variety of working documents and forms such as spreadsheets, and reports utilizing graphics for visual presentation. Participates in the management of the Chief of staff's Office that varies in complexity and involves program administration/management, data collection and analysis and monitoring of compliance with organizational policy for which responsibility is assigned to the Chief of Staff Office. Creates data collection and review mechanism as well as reporting and presentation forum to assist in implementation and integration of policy, service goals and performance objectives. Responsible for collecting data and analyzing compliance reports, disseminating information to clinical services, monitoring appropriate corrective actions, and reporting to EA to Chief of Staff for final action. Maintains accurate and up to date documentation/spreadsheet of physician's eligible for performance pay to include most recent market pay and annual performance pay scores. Reviews and updates Chief of Staff Sharepoint with all pertinent documentation, information related to processes, practice, ensure all forms utilized are appropriate and up to date. Work Schedule: Monday - Friday, 8:00 AM - 4:30 PM Compressed/Flexible: Not Authorized Telework: Not Authorized Virtual: This is not a virtual position. Position Description/PD#: Admin Support Assistant/PD017520 Relocation/Recruitment Incentives: 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, 10/31/2023. 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 and/or education 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: Utilizes software applications such as Microsoft Outlook Publishing, Excel, PowerPoint, Teams as well as VHA data bases to extract and organize data, produce letters, memoranda, and a variety of working documents and forms such as spreadsheets, and reports utilizing graphics for visual presentation; Maintains all policy and procedure documents; reviews all directives and publications in order to be aware of the establishment of new policies, Maintains contact with management of other internal services, community partners ; tracking, expediting work, providing follow up for work in process and procedural flow with the sections and services , Reviews and manages incoming electronic action items, congressional responses, and other inquires, and maintaining open lines of communication. NOTE: As a general rule, education is not creditable above GS-5 for most positions covered by this standard; however, graduate level education (i.e. Masters) may be credited in those few instances where the graduate level education is directly related to the work of the position. (TRANSCRIPTS REQUIRED) You will be rated on the following Competencies for this position: Administration and ManagementClericalCommunicationsCustomer Service 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: Position requires an alert mind. Physical demands include light lifting, bending, standing, manual dexterity and walking is required. Composure, tact, confidentiality, and ability to maintain office decorum are prerequisites. 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 Wilkes-Barre VA Medical Center 1111 East End Boulevard Wilkes-Barre, PA 18711 US
• Name: Amanda Griffin-Fikes
• Phone: 216-791-2300 X42198
• Email: [email protected]