The Operative and Surgical Service line at the Malcom Randall VA Medical Center are recruiting for the position of a Administrative Support Assistant. The Operative and Surgical Service line consists of Acute Inpatient, Surgical Intensive Care, Cardiothoracic Intensive Care, Operating Room, Outpatient Specialty clinics, as well as full hospital consultative services and emergency department support.

Duties

The incumbent serves as the Administrative Support Assistant to the Chief, Surgical Service. The Administrative Support Assistant is responsible for the efficient organization of the Operative and Surgical Service line office and office of the Chief. Major duties and responsibilities include, but are not limited to: Maintain high level of computer skills (i.e., word processing, file management, VISTA programs and Excel spreadsheet) to accurately collect, enter, and manage data. Provides general clerical public contact support services such as answering the telephone, referring visitors, or providing information about the office, its functions, and standard operating procedures, as well as similar information. Coordinates, administrative activities within the service under the direction and oversight of the Program Coordinator/Administrative Officer for Operative Line/Surgical Service. Interacts with all services at the medical center and its affiliate, both on professional and administrative levels. In performing assigned duties, he/she is in frequent contact with service chiefs, administrative officers, etc., throughout the medical centers. Coordinates all daily activities for the Chief, Operative Care Line/Surgical Service and the Program Coordinator/ Administrative Officer. Prepares and reviews correspondence for action/follow-up/reports initiated by the Chief, Operative Line/Surgical Service, including letters to congressmen, the VISN, Director's office, UF departments, other services, referring physicians, patients, proficiency reports, awards, progress reports, etc. Receives and reviews incoming correspondence, publications, regulations and directives. Maintains roster of house staff physicians, call schedules for after regular hours and on weekends and holidays. Prepares and updates surgical special pager list and is responsible for ensuring accuracy for on call rotations for all sections. Maintains time and attendance and serves as backup for other timekeepers. Work Schedule: Monday - Friday 8:00am to 4:30pm. Telework: May be eligible for ADHOC telework as determined by the agency policy. Virtual: This is not a virtual position. Position Description Title/PD#: Administrative Support Assistant (OA)/PD04989A Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not approved 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, 11/10/2023. 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-06 position you must have served 52 weeks at the GS-05 level. 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. Typing Requirement: This position has a typing requirement of 40 words per minute. Applicants must meet the specialized experience. You may qualify based on your experience as described below: GS-06 grade level: One year of specialized experience equivalent to the GS-05 grade level in the federal service; experience that equipped the applicant with the particular knowledge, skills and abilities (KSA's) and other characteristics to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled, in the normal line of progression for the occupation in the organization. Specialized experience includes: Establishes and maintains all office and backup files Provides administrative and technical support for the management of various programs and staff Maintains high level computer skills (i.e., word processing, file management, VISTA, Excel) and communication tools such as MS Outlook Maintains time and leave, and serves as backup to other timekeepers. Frequent contact with service chiefs, administrative officers, etc., throughout the medical centers Note: IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Verbiage displayed on your resume or application must contain your own words. You may refer to the specialized experience located within the vacancy announcement, to assist with describing work experiences; however, resumes or applications received that copied verbatim from the announcement will be evaluated and may be reviewed as falsifying your experience or application. You will be rated on the following Competencies for this position: Administration and ManagementCommunicationsManages and Organizes Information 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 primarily sedentary in an office setting where only light physical exertion is required. Physical dexterity is required in the operation of the computer, calculator, and copy machines. Must be able to concentrate for long periods; performs numerous tasks at one time; maintain accuracy and concentration during frequent interruptions. May be required to walk to other offices or other parts of the medical center or occasionally attend meetings outside the Medical Center. Some walking, standing, bending and carrying of light items such as books and papers will be required for filing or delivery of reports and other materials, filing, etc. 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 Malcom Randall Department of Veterans Affairs Medical Center 1601 Southwest Archer Road Gainesville, FL 32608 US
• Name: Mary Guthrie
• Phone: 813-816-7155 X110408
• Email: [email protected]