This position is located in the Operative Care Division (OCD) Administrative Office, Portland VA Medical Center (PVAMC). Division employees provide additional services to the Vancouver, Bend, Hillsboro, and Salem Community Based Outpatient Clinics (CBOCs). The employee reports directly to the Administrative Director, OCD and provides primary administrative support to the four members of the Operative Care Division Executive Board (one Administrative Director and three Clinical Directors.

Duties

Program Planning : The incumbent works in a highly independent capacity to perform administrative work, which includes management of the Directors' schedules or day-to-day plans. Identifies schedule/time required, and estimates resources required. Develops plans or schedules using standard references and existing information. Assists and updates office documents, standard operating procedures and related materials. Schedules appointments, coordinates meetings, and/or schedules conferences for all four Executives. Attends meetings, prepares meeting minutes, and independently follows up on action items with appropriate staff members on behalf of the OCD Executives. Researches and provides background on subject matter of meetings without direction. As confidential assistant, establishes and maintains files of correspondence and other documents related to investigations, performance appraisals, and other sensitive matters. Independently searches and provides all appropriate reference material. Makes travels arrangements for Division Directors and other members of the Directors' staff or visitors as needed. Acts as a primary timekeeper for OCD. Follows policy for the purchase of supplies for the Division office. Communication: Acts as a liaison and maintains communications with persons and/or groups within and outside of the Division, speaking for the Administrative Director on administrative issues. Receives, schedules, refers, and contacts members of the staff, agency, and persons outside the agency ranging from other government agencies to the general public. Serves as a conduit for items that must be discussed with the Executives when they are off station for extended periods. The incumbent is regularly involved in high level contacts with visitors and callers from such organizations as: congressional offices, state and local officials, high ranking officials in the field or industry, attorneys, presidents of major national firms or organizations, and/or leading representatives of government agencies. Processes incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written communication including the following: edits letters; composes letters and reports; reviews correspondence for accuracy and completeness; and develops standard or form letters; and replies to inquiries. Develops background information and prepares outlines for the supervisor's public speaking engagements, papers, and correspondence/reports. Ensures reports, correspondence and other matters requiring action or response have systems in place to meet deadlines and have quality results. Prepares presentations and other documents as requested. Data Collection: Routinely collects, compiles and tracks data on staff performance measures such as meeting attendance, training, and timekeeping, and generates reports. Distributes forms and instructions for annual performance ratings and ensures timely, proper completion. Develops and maintains Divisional dashboard documents including trending data over time and comparing to benchmarks both within and outside of the VA. Maintains automated system of program-specific data to track Facility, VISN, or VACO suspense items with critical timelines. Uses the hospital computer system, including commercial software, to prepare reports, correspondence, and other presentations. Programs include Microsoft Office Suite, SharePoint, VistA, and the computerized patient record system to access pertinent patient information on an as needed basis. Performs other related duties as assigned. Work Schedule: Monday-Friday, 7:00am-6:00pm; tour is negotiable. Compressed: Authorized 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. Remote: This is not a remote position. Position Description Title/PD#: Administrative Support Assistant/ PD208470 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 specialized experience within 30 days of the closing date of this announcement.02/27/2024 You may qualify based on your experience and/or education as described below: GS-7 Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-06 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Works in a highly independent capacity to perform administrative work, which includes management of the Directors' schedules or day-to-day plans. Identifies schedule/time required, and estimates resources required. Develops plans or schedules using standard references and existing information. Assists and updates office documents, standard operating procedures, and related materials. Schedules appointments, coordinates meetings, and/or schedules conferences for all four Executives. Attends meetings, prepares meeting minutes, and independently follows up on action items with appropriate staff members on behalf of the OCD Executives. Researches and provides background on subject matter of meetings without direction. Note: Experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hour worked per week. You will be rated on the following Competencies for this position: AccountabilityAttention to DetailCommunication 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. 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. Physical Requirements: The work is sedentary. Typically, the employee may sit comfortably to do the work. However, there may be some walking, standing, bending, and carrying of light items like papers or books. No special physical demands are required to perform the work. Work Environment: The work environment involves everyday risks or discomforts and requires normal safety precautions typical of such places as offices, meeting and training rooms, libraries, or libraries. The work area is adequately lighted, heated, and ventilated. There is frequent potential for stress relating to the fast pace of the work environment, the demands of four Executives, and the occasional dissatisfied patient, employee, or other individual. 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: Sophia Whittick
• Phone: 813-442-3938
• Email: [email protected]