This position serves as the Administrative Support Assistant and reports to the Whole Health Supervisory Health System Specialist (Administrative Director). The Whole Health Program promotes personalized, proactive care that affirms the importance of the relationship between patients and their healthcare team. The focus of the program is on empowerment to achieve optimal health within the whole person through patient centered care and self-healing.

Duties

Programmatic Administrative Coordination Manages the coordination, planning and execution of all Whole Health conferences, retreats and events; off site as well as on site conferences, seminars, workshops, and retreats. Provides comprehensive assistance to Clinical Director of Whole Health, Administrative Director of Whole Health and Education manager of Whole Health, for meetings and conferences including arranging logistics, making reservations, sending invitations, maintaining lists of attendees; photocopying, signage, printing and distributing communications or meeting materials; arranging catering, making travel and parking reservations, registration process and tables, and processing invoices and reimbursements. Database Administration/Data Collection Coordinates Whole Health data reporting requirements with the Data Analyst, Administrative Officer, and the Administrative Director, and research partners. Assists in data compilation for the local Whole Health Tracker. Routinely collects, compiles and tracks data for quarterly submission to the Whole Health System Self-Assessment Tool. Compiles results of data in a wide variety of Whole Health organizational activities. Inputs data into the Whole Health tracker database and VISN Self-Assessment tool. Initiates queries and collates data and reports. Uses a variety of graphical, spreadsheet, and database software packages to obtain statistical data from published reports and manipulate data to produce tables and charts for program management and administrative use. Prepares graphics, photos/slides, and creates tables and graphs based on statistical data for use in presentations at meetings, workshops and conferences. The employee must be able to use Microsoft Access, Excel, SharePoint, VistA, and the computerized patient record system (CPRS) to access pertinent patient information on an as needed basis. Administrative Support Serves as back-up timekeeper for Whole Health. Responsibilities include: preparing, maintaining, and transmitting Time and Attendance (T&A) reports using VistA as required. Uses an electronic calendar, database or spreadsheet software to document employee leave schedules. A qualified typist is required. Provides administrative support to several Whole Health and inter-professional committees. Support to additional committees will be assigned by the Whole Health Clinical or Administrative Directors. Work Schedule: Monday to 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#: Administrative Support Assistant (OA)/PD215820 Relocation/Recruitment Incentives: Not Approved 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 within 30 days of the closing date of this announcement, 12/26/2023. 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 within 30 days of the closing date of this announcement. For a GS-06 position you must have served 52 weeks at the GS-05. 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. 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-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: knowledge of policies, regulations, and practices of human subjects' research programs and projects; skill in the effective use of oral and written communication for communicating with persons of diverse educational, cultural, and professional backgrounds; ability to act quickly under pressure to make knowledgeable judgments necessary for patient care and program support; knowledge and proficiency in the use of office equipment and skill in using a PC and associated software including Excel, PowerPoint, Microsoft Word, and printer; coordinate all administrative aspects, examples include: timekeeping, travel, purchasing, preparation of personnel action forms, liaison with human resources, preparation of reports, managing schedules, assistance with correspondence, maintenance of manuals, brochures, and information. Note: Experience must be fully documented on your resume and must include job title, duties, month & year starting and year ending dates AND hours worked per week. Proficiency Requirement: In addition to meeting experience requirements, applicants must be able to type 40 words per minute. Applicants may meet this requirement by passing the appropriate performance test, presenting a certificate of proficiency from a school or other organization authorized to issue such certificates by the Office of Personnel Management local office, or by self-certifying their proficiency. Performance test results and certificates of proficiency are acceptable for 3 years. You will be rated on the following Competencies for this position: Administration and ManagementCustomer ServiceDatabase Administration 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 may involve occasional travel. The work is sedentary. Typically, the position sits comfortably to do the work. However, there may be some walking, standing, bending, carrying of light items such as papers, books or driving an automobile. No special physical demands are required to perform the work. May be required to wear personal protective equipment if applicable. 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 VA Portland Health Care System 3710 Southwest US Veterans Hospital Road Portland, OR 97239 US
• Name: Emily E Hammond
• Phone: 208-422-1000 X4835
• Email: [email protected]