This Surgery Services Secretary position is located within the Surgery Services Department and is supervised by the Administrative Officer (AO). The primary purpose and responsibilities of this position are to provide expert administrative, technical, and clerical support to the various sections within Surgery Services which includes but is not limited to, the Operating Room (OR) and all nine (9) Surgical Clinics (in both Ann Arbor and Toledo CBOC).

Duties

Office Management: The incumbent serves as an Administrative Assistant to the OR Management Team as well as other management staff within the Surgery Services continuum. The incumbent answers telephones and provides technical and secretarial assistance to the above management staff as well as medical providers and others as requested. The incumbent works under the direct supervision of the AO and indirectly under the Surgery Services Nurse Administrator and ultimately the Chief of Surgery. The incumbent must possess the skills to work independently. The incumbent plans and carries out the work, handling problems and deviations in the assignments in accordance with established policies. The incumbent orders office supplies distribute all incoming and outgoing mail and provides administrative coverage to any or all surgery sections. They assist in coordinating all non-MD employees through Credentialing, Human Resources (HR) and sections as appropriate, ensures that all OR staff maintain an active Basic Life Support certification and tracks and communicates open OR surgical block time with all Surgery Sections. Primary Timekeeper: Incumbent completes all aspects of timekeeping for Surgery Services (five (5) TL groups) according to facility policy and procedure. Enters employee work tours, accurately posts tours of duty, on-call time, annual, and sick leave in Veteran Affairs Time and Attendance System (VATAS) in a timely manner. Tracks part-time physicians and tracks and informs management of employee absenteeism and maintains staff schedules in AcuStaf. Surgery Service Liaison (Learning, Records, Travel): Incumbent assists in arranging and coordinating training activities. They perform training support duties such as coordination, scheduling, and acquisition of training and assists in maintaining training records and files. The incumbent monitors staff required TMS module compliance and responds to a variety of inquiries regarding training activities such as questions or eligibility requirements, availability of space in classes and appropriate travel order/funding requirements. Incumbent reviews education requests to ensure eligibility and document requirements are met. They also advise employees on the status of the training request and follows up with employees to ensure they understand training requirements. The incumbent also works with the employee, Employee Education, and Travel to aid the employee in requesting educational/travel reimbursement and entering authorizations and vouchers in Concur. Automated Data Processing Application Coordinator (ADPAC): The incumbent provides additional ADPAC support for Surgery Services. They are responsible for providing guidance and assistance to clinical staff and request modifications or new account access, documentation keys and menus, T-drive access, and IT hardware requests through the ePAS system. They will also provide PIV sponsorship for the service and request required keys, departmental access, and scrub machine cards/codes through the Lock Shop, Police Department, and Linen Department respectively. The incumbent also assists with troubleshooting computer sign-in issues, updates electronic contact information for employees, and aids in editing signature blocks and person class codes. Work Schedule: Monday through Friday 7:00am - 3:30pm Telework: Not eligible Virtual: This is not a virtual position. Position Description/PD#: Secretary/PD00000 Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 12/11/2023. 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 6 position you must have served 52 weeks at the GS 5. 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. Interchange Agreement: Applicants must be eligible under the VA Interchange Agreement, having served continuously for at least one year in the other merit system under this interchange agreement. For more information regarding the VA Interchange Agreement please visit: https://www.opm.gov/policy-data-oversight/hiring-authorities/competitive-hiring/. You may qualify based on your experience as described below: Grade Requirement: GS-06 Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS 5 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Examples of specialized experience would typically include but are not limited to: Collection, compilation and/or tracking of data and statistical information in support of the organization's program operations; planning, reviewing and reporting of data/statistical results of programs/project studies; Coordinating incoming data from a variety of sources, organizing computerized data sets and retrieving computerized data; Performing a basic analysis of the data and generating a variety of reports; Reviewing documents, reports and ensuring data entry is complete and accurate; Performing a variety of administrative duties in support of medical center programs including telephone answering and responding and correspondence, placing of work orders and equipment requests; Compiling reports including minutes, arranging travel, ordering supplies and equipment; Receiving , screening and directing callers, patients and visitors; Maintaining Appointments, Calendars and Schedules, coordinating meetings and/or scheduling conferences. OR, You will be rated on the following Competencies for this position: ClericalCommunicationsComputer Skills 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: Work is mostly sedentary with some walking, standing, bending, and carrying light objects. It is necessary that the employee have some dexterity to operate information systems, copying machines, and other related technology. The employee must have stamina to withstand stressful situations and recurring deadlines. 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: Nikki Lane
• Phone: 734-222-7664
• Email: [email protected]