The Administrative Support Assistant is assigned to the Nursing Administrative Service at VA Caribbean Healthcare System, San Juan, Puerto Rico and performs secretarial duties for the Deputy Associate Director Patient Care Services (D-ADPCS) and the Chief Nurse of Operations (CNO).

Duties

The Administrative Support Assistant assists in all aspects of the Nursing Administrative Office including medical center policies, standard operational procedures, guidelines, service line agreements, suspense files, document revisions, fact findings, action items, and inquiries. He/She is responsible for the following duties but are not limited to: Works jointly with other services to assure actions recommended by the DADPCS and CNO are carried out and required written responses are received timely. Maintains daily calendar and scheduled appointments based on their knowledge of the supervisor's time commitments. Ensures that the DADPCS and CNO are prepared for meetings, providing all appropriate agenda and attachments in a timely manner. Takes and transcribes minutes of Nursing Administrative meetings. Maintains a suspense file of due documents and assures that concerned personnel are aware of time frames. Designs, organizes, and maintains an efficient filing system, allowing easy retrieval of all documents. Verifies Center Memos and other Nursing Service's documents due dates and assists with ensuring due dates for submission are met. Maintains privacy, confidentiality of all matters pertaining to controlled correspondence, and security of patient/resident. staff, and organizational data. Enters all 2237 for purchases and rentals. Reviews budget allocations of nursing fund control points (FCPs). As the COR for Nursing Service, monitors the work from start to finish to confirm that everything is done according to contract specifications. Monitors progress, makes recommendations, maintains communications, and keeps records to prevent waste and fraud. Work Schedule: Monday-Friday, 7:30am - 4:00pm Telework: not applicable Virtual: This is not a virtual position. Position Description/PD#: Administrative Support Assistant/PD672-13119-O Relocation/Recruitment Incentives: not authorized Permanent Change of Station (PCS): not authorized Financial Disclosure Report: Not required

Requirements

• You must be a U.S. Citizen to apply for this job
• All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment. Applicants who refuse to be tested will be denied employment with VA.
• Selective Service Registration is required for males born after 12/31/1959
• You may be required to serve a probationary period
• Subject to background/security investigation
• Selected applicants will be required to complete an online onboarding process
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP)

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 12/01/2023. 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. 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: Managing memorandum, documents, suspense deadlines, and files. Reviewing and preparing incoming and outgoing correspondence, ensuring it is accurate and in accordance with policies/procedures, communicating with a diverse group of individuals (i.e. leadership, providers, patients/families and etc.). Maintaining calendars, coordinating patient inquires/complaints; utilizing software applications in Microsoft Office, including Word, Outlook, Excel, Database, and Power Point to create documents, reports, and spreadsheets; Data tracking, collection, and analysis, NOTE: Experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week. You will be rated on the following Competencies for this position: ClericalCustomer ServiceData ManagementTeamworkTechnical Competence 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. Occasionally, light physical effort may be required, such as that involved with walking, stair climbing, and carrying of light office items. The work is performed in an office setting which require normal safety precautions typical for offices and meeting rooms. The work area is adequately lighted, heated, and ventilated. 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/.

Contacts

• Address San Juan VA Medical Center 10 Calle Casia San Juan, PR 00921 US
• Name: Daniel Diaz
• Phone: 405-479-1941
• Email: [email protected]