As the Staff Assistant you will be responsible for providing program support to the Administrative Executive Management Team consisting of the Director, Deputy Director, Associate Director, Assistant Director, as well as the administrative staff support positions including the Health Systems Specialists, Public Affairs Officer and team, and Trainee/Resident positions.

Duties

Major duties include but are not limited to: Responsible for coordinating the facility's Hospital Policy Memorandum (HPM) program; includes the facilitation and communication of policy to all services regarding the procedures that relate to HPMs. Edits the facility HPMs from each service, scans and download documents to Tampa VA's Homepage to allow electronic access of all HPMs. Maintains the SharePoint tracking system for all HPMs and notifies Service Chiefs when their policies are overdue. Reviews all correspondence and other inquiries received by the Director's office and independently determines which ones need editing and which ones can be forwarded for signature. Reviews documents for clarity, completeness of reply, grammatical and procedural correctness. Returns inadequate submissions for retyping or re-composition. Identifies the appropriate subordinate offices and services to which copies of such correspondence must be referred. Assures that all sensitive and confidential information is appropriately safeguarded as prescribed by law, regulations and good judgment. Screens all publications, directives, and periodicals, and brings those of significance to the appropriate management official's attention. Develops/composes Executive Leadership Team (ELT) complimentary letter response to Veterans, Veteran families, congressional representatives, vendors, etc. as appropriate. Develops trending report for patient complaints tracked by the Patient Representative Office. Search for, assemble, and summarize data and information from the files, reports or documents to assist the Director, Associate Director, Assistant Director, or other key individuals of the James A. Haley Veterans' Hospital. Completes special projects for the Director, Associate Director, Assistant Director and other Director's Office staff, as assigned. Enter and retrieve data from the office automation system to promote program effectiveness, which includes use of various MS software. Assist in the preparation of slide presentations and reports by retrieving and collating data stored in the office automation system. Serves as the Director's Office liaison for the training of new secretaries regarding preparing correspondence for the Director's signature, proper form usage, etc. and maintaining a current Secretarial Desk Reference Manual for publication/use throughout the hospital. Manages and/or prepares responses to correspondence for the Director, Associate Director, Assistant Director and other Director's Office employees. Receives telephonic and personal callers. Handles routine and complex issues related to Director's Office. Directs calls to appropriate staff to effectively handle the caller's needs. Coordinate the travel arrangements for the ELT when needed. Assist in completing arrangements for meetings, conferences, functions and briefings. Teamwork is required; accomplishment of the duties and responsibilities depends upon a culture of teamwork and cooperation. The primary focus of the team is the accomplishment of the Medical Center's mission/patient care/patient satisfaction. Serves as a backup to the other Administrative Support Team members. This involves performing the full range of duties and responsibilities. Perform other related duties as assigned. Work Schedule: Monday to Friday, 7:30am-4:00pm, 8:00am to 4:30pm Virtual: This is not a virtual position. Position Description/PD#: Staff Assistant (OA)/PD000510 and PD000510 Relocation/Recruitment Incentives: Not Authorized 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, 12/11/2023 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-9 position you must have served 52 weeks at the GS-7. 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: In addition to meeting experience and/or education requirements, applicants must be able to type at least 40 words per minute. 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-7 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Maintaining SharePoint tracking system; Transcribing, typing, editing, and composing documents using proper grammar, spelling and punctuation; Making travel and conference/meeting arrangements; Preparing and presenting statistical and record maintenance through the use of statistical tables and data charts; Communicate effectively and professionally, both orally and in writing, with a wide variety of individuals, internal and external. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have Master's or equivalent graduate degree or 2 full years of progressively higher level graduate education leading to such a degree or LL.B. or J.D., if related. (TRANSCRIPTS REQUIRED) OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have successfully completed graduate level education (beyond the first year) and specialized experience, as described above, to meet the total requirements. (TRANSCRIPTS REQUIRED) 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 ManagementAttention to DetailCustomer 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: The work is mostly sedentary; however, it occasionally requires carrying light objects such as files, book and papers; some walking, standing and bending. The work is performed in an office setting. 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 James A Haley Veterans Hospital 13000 Bruce B. Downs Boulevard Tampa, FL 33612 US
• Name: Jennifer McCullar
• Phone: 727-398-6661 X64697
• Email: [email protected]