The Central Texas Health Care System is recruiting for a highly qualified Management Assistant for our Medical Service located in Temple, Texas.

Duties

Major duties include, but are not limited to: Scheduling and coordinating meetings, meeting minutes, mailings, faxing, reception, timekeeping, purchasing, ciinical and research data collection at multiple sites, equipment management, Assistant Automated Data Processing Application Coordinator (ADPAC) duties, support of Human Resource (HR) and Medical Staff Office (MSO) processes, and interfacing with our patients by phone and face to face. Upkeep of administrative continuity books, memorandums, service line agreements, and service policies, preparation of clinicactivations, changes, deactivations, and routing of clinic cancellation electronic entries. Keeps service schedules for day to day operations of clinical staff including Fellows and Residents. Ensure updates to emergency cascade rosters and the emergency and safety plans and attend associated meetings. Assist with evaluation and maintenance related to environment of care requirements. Collect, submit, and update, and distribute clinical on-call rosters in a timely manner. Works independently to control and maintain office and/or information systems such as forms, records, mail distribution, directives or publications, and management systems. Applies policies and procedures to assist physicians, nursing staff, technicians and other personnel in understanding and using the systems. Perform work related to the purchasing, processing, distribution, collection and inventory of supplies and equipment, as well as, the processing and maintenance of Medicine Service Equipment Inventory Lists (Ell). Creates models for organizational charts and understand the principles of management, in order to perform work required by the Service Chief, Administrative Officer and the Management Analyst. Assists with Federal travel process and serves as an alternate preparer for the web based travel system. Serves as coordinator for all travel arrangements of full-time physicians, part-time physicians, Title 5 staff and Title Hybrid 38 staff. Determines per diem costs and obtains airfare information to ensure all travel forms, memos and funding requests are submitted accurately and in a timely manner. Upon return, ensures claim forms are accurately submitted for reimbursement of all expenses. Will assist with provider CME reimbursement application, paperwork and related memos. Applies clerical and technical procedures, methods, and techniques in the collection, compilation, and/or tracking of data and statistical information in support of an organization's program operations involving direct patient care, disease management, equipment oversite, and workforce management. Works independently to organize office procedures, by identifying required resources, and devising actions to improve and meet the goals and objectives of the Medicine Service such as records, directives, mail, or forms management systems. Work Schedule: (7:30 am - 4:00 pm) or (8:00 am - 4:30 pm) Monday - Friday Position Description/PD#: Management Assistant/PD08217A Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 02/20/2024. 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 by 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 and/or education s 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: Maintaining a daily calendar, schedule appointments, setting up for conferences, and meetings; Ensuring documents, agenda and other items for meetings are arranged; Timekeeping; Utilizing multiple MicroSoft Office products e.g. Word, Excel, PowerPoint, etc.; Ability to compose, type, review and edit outgoing correspondence in proper formatting, spelling, and grammatical corrections; Answering phones and relaying messages; Communicating with a multiple of customers orally and in writing (internally and externally); Maintaining records and file folders of employees; Working in a high demand area: Researching and analyzing problems, issues or programs supporting the functions of a digital imaging system. You will be rated on the following Competencies for this position: Customer Service Administration and Management Information Management Manage Resources 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 predominantly sedentary. However, frequent walking throughout the hospital facility and outlying buildings is required. Occasional standing, stooping, bending and light lifting that is normally found in an office environment is required. 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 Central Texas Health Care System 1901 Veterans Memorial Drive Temple, TX 76504 US
• Name: VISN 17 SSU USAS Group
• Email: [email protected]