The Administrative Support Assistant for Imaging service provides administrative duties assisting the Chief of Imaging service along with the Business Manager with day to day administrative functions.

Duties

Manages procurement requests such as equipment and contractual services. Manages the implementation and monitoring of the property management program. Manages electronic equipment/personnel requests; monitoring and tracking through receipt of inventory or completion. Manages detailed spreadsheets. Follows up on pending exam reports, tracking any unscheduled exams to include IR cases. Manages the preparation of service workload reports and associated financial reports by compiling necessary data, analyzing, tracking, and entering and maintaining databases and/or spreadsheets. Manages the oversight of Imaging staff timesheets; maintains and analyzes records on all Imaging Physician Quarterly Productivity Reports, and the Imaging Performance (PI&QA). Develops and creates reports utilizing software such as but not limited to; Excel, Access, Power Point, Word, Visio, and Publisher that are used in presentation to senior management. Manages and coordinates travel, transportation and training requests. Serves as the main point of contact providing advice and guidance on associated policies, procedures, and systems. Coordinates with Medical Center's designated offices (travel, transportation and education) for the development and communication of new and revised policies and procedures. Provides clinic oversight by coordinating appropriate staffing. Ensures schedules are blocked/opened as requested by the Business Manager or as per required meetings. Manages TMS education and ensures staff complete training in a timely manner. Arranges committee and staff meetings, prepares agendas, and drafts meeting minutes. Manages all front office administrative duties. Serves as primary timekeeper for Imaging service. Preparing time and attendance records in accordance with the timekeepers manual and policies. Coordinates and maintains the monthly On-Call Schedule and any overtime associated making sure it is current and accurate. Receives and screens telephone calls and visitors for Imaging Service; composes and initiates correspondence of a clinical and non-clinical nature. Provides Chief of Imaging and Business Manager with meeting materials. Maintains official key log, submits work orders as needed. Receives walk in visitors, patients, family members, and responds to inquiries constructively handling problems. Serves as the initial point of contact for the administrative Imaging Offices. Other duties as assigned. Work Schedule: Monday through Friday - 8:00am - 4:30pm. Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Admin Support Assistant - Imaging/PD085450 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, 12/12/2023. 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-07 position you must have served 52 weeks at the GS-06. 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 Specialized Experience as described below: Specialized Experience is experience that equipped the applicant with the particular knowledge, skills, and abilities (KSA's) to successfully perform the duties of the position, and that is typically in or related to the work of the position to be filled. To be creditable, specialized experience must have been equivalent to at least the next lower grade level. Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-05 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Experience maintaining and updating electronic calendars, transcribing meeting agendas/minutes, and developing official correspondence; experience logging and safekeeping confidential/sensitive material and documents with patient-sensitive information; creating and maintaining travel arrangements including airline, hotel, and car rental reservations, timekeeping; and experience managing office supplies by conducting routine inventories and placing orders. You will be rated on the following Competencies for this position:Administration and ManagementClericalCommunicationComputer 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: The work places no special physical demands on the employee. The work includes some walking, standing, bending and carrying of light items as paper and books. The work environment involves the normal risks and discomforts typical of an office. 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.

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 Martinsburg VA Medical Center 510 Butler Avenue Martinsburg, WV 25405 US
• Name: Joseph Hannan
• Phone: 304-268-9384
• Email: [email protected]