This position is located at the William S. Middleton Memorial VA Hospital - a Level 1 b Complexity VHA Facility. The primary purpose of the position is to perform administrative functions for the Associate Chief of Pharmacy and support the Pharmacy Service. The Management Assistant is responsible for independently developing work assignments, priorities, and internal systems for managing office operations.

Duties

Independently directs and manages the office functions of the Service. Represents the Service-Line on administrative issues in the facility. Prepares a variety of reports, charts, statistical data, prepares presentations, and analyzes discrepancies in data to provide suggested solutions Initiates paperwork and computer entries for appointments, resignations and other related personnel actions such as name changes. Serves a back-up for timekeeping. Acts as the liaison with the facility Human Resource Management Service concerning personnel-related matters. Keep the Associate Chief apprised of hardware or software issues that impact the Service line mission. Assists with managing patient compliments/complaints related to the department; discusses the issue with the patient and/or Veterans Experience Office representative, researches the issue, and makes appropriate contact with clinical staff, as needed, to resolve issue. Composes correspondence in-line with VHA directives, ensuring accuracy of information, proper formats, grammar and punctuation. Works closely with management to track department budget. Manages non-medication related procurement and contracting for the service. Preparing grant submissions, on-boarding and tracking grant-funded personnel, tracking and meeting program office reporting requirements, monitoring and tracking grant funding budget execution. Assesses productivity and performance measure data and notifies the Associate Chief when performance does not meet established benchmarks so appropriate corrective actions can be taken. Gathers data to assist in completing assignments, identify problems from existing databases, and assist in performance improvement projects for the Service Line Assists management with reviews and analysis, to evaluate the effectiveness of various programs. Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level. 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. Work Schedule: Monday- Friday, 8:00am - 4:30pm Virtual: This is not a virtual position. Position Description/PD#: Management Assistant/PD21044A and PD23453A 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, 02/14/2024. 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 for a by the closing date of this announcement. For a GS-6 position you must have served 52 weeks at the GS-5 and for a GS-7 position you must have served 52 weeks at the GS-6. 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: GS-6 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: provideing customer service related to daily business operations; using computer software programs such as Microsoft Outlook, PowerPoint, Excel and Word to prepare presentations, briefings, reports and correspondence; collecting and managing data and various databases; preparing required forms to enter data into a computerized system; and identifying and recommending ways of combining, simplifying, or improving procedures and processes. GS-7 Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-6 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: collecting and monitoring data; conducting program reviews and analyses; reviewing and preparing various reports; identifying existing or potential problem areas and recommending corrective action; tracking department budgets; and working with standardized processes and procedures for evaluating management or program operations to perform duties such as planning the steps to complete assignments. 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 sedentary but requires some walking, standing, bending, climbing and carrying of light items such as papers and files. Long periods of sitting and using a computer screen and keyboard. 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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.

Contacts

• Address William S Middleton Memorial Veterans Hospital 2500 Overlook Terrace Madison, WI 53705 US
• Name: Chelsia Hunter
• Phone: 713-410-9871
• Email: [email protected]