The incumbent serves as a full partner and critical intermediary between the Chief Nurse and the Service Leadership team. The role involves managing complex computerized databases associated with budgets and financial projects, personnel issues, nursing clinical indicators, equipment procurements, and clinical outcomes to support the Chief Nurses and Administrative Officers (AO) in the effective administration and smooth operation of Nursing Programs.

Duties

Administrative Support 30% The incumbent will perform a variety of analytical and administrative assignments to assist the Chief Nurse and leadership of the service to improve the productivity and efficiency of the service. This includes carrying out various administrative functions such as managing correspondence, controlling information, and tracking and ordering equipment, supplies, and services to ensure seamless office management. In addition, the incumbent serves as the primary liaison between the service and external administrative offices. The incumbent will address technical inquiries from customers regarding nursing programs and offer advisory and technical assistance to patients, administrative staff, and professional staffs. Administrative Support/Technical Assistance 30% HR Contact: Serves as a primary contact for the Chief Nurse and related programs on matters related to job openings and recruitment. Provides assistance with paperwork related to personnel activities, tracks hiring progress in MSS/HR Smart and the service level onboarding tracker, and promptly responds to inquiries. Timekeeping: Manages timekeeping for the Chief Nurse and staff. Maintains expertise in VATAS to complete timekeeping tasks. Ensures staff under the Chief Nurse follow time and attendance guidelines by providing advice and assistance to supervisors and employees on the policies and procedures related to timekeeping, overtime, and leave. Scheduling and Calendar Management: Organizes and manages schedules for multiple providers across various care sites, considering patient care responsibilities, travel, training, and administrative time. Technical Support for Chief Nurse: Resolves software and hardware issues experienced by users. Provides support for service-related management information systems, including VISTA and CPRS. Accesses VA and service automated systems and software, reports problems to IT Service, and prepares and submits work orders for the Chief Nurse. Personnel Identification Security Badge Sponsor: The incumbent independently performs the duties as a Personnel Identification Security badge sponsor for the service. Ensures that appropriate training is completed and access to USA access databases is maintained. Conducts sponsoring as needed and is the liaison between the service and the security office when issues arise. Directs staff regarding the protocols for sponsoring and providing necessary information for employees to schedule appointments upon being sponsored. Travel Request Process and Reimbursements: The employee reviews and assists with all travel request documents for accuracy before routing them to the appropriate personnel and distributing the approvals to the employees after completion. Procurement: Manages the procurement of services, products, supplies, and equipment for the Chief Nurse and the nursing programs and services, using the Government Purchase Card in compliance with VA policies and regulations. Budgeting and Financial Tasks: Acts as a control point clerk and oversees financial operations for the Chief Nurse. Analyzes available funds in each fiscal period, projects costs, and reports funding discrepancies to the Chief Nurse and fiscal POC. Leads and assists with purchase order processing for supplies and other budget obligations. Monitors requests for supplies, services, and equipment, collaborating with logistics staff and stakeholders for timely delivery. Management of Program Functions 20% In this role, the incumbent is responsible for administering nursing-related administrative operations related to Nursing Service and professional personnel. Gathers data and assembles comprehensive reports on clinical performance metrics, staff administration, agency accreditation prerequisites, and other associated administrative requirements. The incumbent exercises authority and maintains ongoing accountability for projects, inquiries, or challenges linked to nursing programs, equipment, and supply management. Procures medical equipment, tracks all administrative activities, and develops standardized procedures for programs used within the service. The incumbent works independently to obtain data for recurring and non-recurring statistical reports and performs office automation duties using various software applications. Compiles data as needed for completion on a monthly, quarterly, and annual basis and maintains access to appropriate data sources such as CPRS, VISTA, and VSSC. Project Management 20% Leads professional development projects and events as initiated by the Chief Nurse. Manages administrative aspects of the nursing services, resources, and programs for veterans served by VA PAHCS. Participates in planning the scope, time, and cost; contributes to the identification of stakeholders and the development of resources. Work Schedule: Full time 07:30 - 16:00 Position Description Title/PD#: Administrative Support Assistant/PD02813O

Requirements

• You must be a U.S. citizen to apply for this job
• Subject to a background/suitability investigation
• May serve a probationary period
• Selective Service Registration is required for males born after 12/31/1959
• A complete application package; Resume, Transcripts, etc.
• Selected applicants will be required to complete an online onboarding process

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement. GS-XX grade level: One year of specialized experience (equivalent to the GS-06 grade level in the federal service); experience that equipped the applicant with the particular knowledge, skills and abilities (KSA's) and other characteristics to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled, in the normal line of progression for the occupation in the organization. Specialized experience includes: Utilizing electronic health record systems to complete a variety of administrative tasks such as pulling data, tracking requests and monitoring records; Scheduling patient appointments and tracking/monitoring progress for completeness; Preparing documents, reviewing forms, and submitting requests for a health program; Compiling data, analyzing and making recommendations to improve the Nursing Program; and Providing exceptional customer service to internal and external customers in support of a program or department. There is no educational substitution for the GS-07 level. 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.

Education

This job does not have an education qualification requirement.

Contacts

• Address Palo Alto VA Medical Center 3801 Miranda Avenue Palo Alto, CA 94304 US
• Name: Eugene Jacobs
• Email: [email protected]