This position is located at the Edward Hines Jr. VA Hospital, Hines, IL (578) - a Level 1a Complexity VHA Facility and is organizationally aligned under the Office of the Director. The primary purpose of this position is to perform a mix of management analysis, administrative and specialized program planning related work while serving as a facility liaison and providing communication & information management assistance for the Office of the Director.

Duties

The incumbent functions to support the organizational responsibilities of the Director and is delegated the responsibility for the study, analysis, evaluation, and formulation of recommendations for the development and improvement of administrative management and operating programs. Identifies and participates in resolving the full range of management problems, and assists in the development of proposed management programs on a service, inter-service, medical center, or VISN wide basis. Conducts management studies in organizational entities with critical problems; conducts and integrates cyclical management studies and conducts studies with Systematic Internal Reviews and Management Briefings. Conducts studies that analyze problems of workload, work distribution, workflow, and work controls. Develops management improvement programs or revised policy and procedural requirements for more effective application of various administrative management systems; such as work measurement, work simplification, incentive awards, performance evaluation, management reports, automation, communication analyses, etc. Formulates recommendations to include specific plans to correct deficiencies or to increase positive accomplishments of administrative practices; for example, the development of criteria to determine measurable work areas and establishment of quantitative and qualitative production standards. Serves as "Office Manager" for the Office of the Director, providing oversight and suspense tracking coordination across the entire organization, while assisting the Director with personnel actions regarding promotions, awards, and disciplinary issues when necessary. Collaborates with the Patient Representative and serves as the primary Point of Contact (POC) & Liaison for the Office of the Director. Serves as a quality reviewer, and independently reviews files and records, and discusses with facility personnel regarding any practice that appears to violate facility policy, patient's rights or which causes potential embarrassment to patients, their families, or the facility and reports such findings with recommendations for improvements to the facility Director Assists with the management and preparation of responses to correspondence. Supports and monitors database created to track action items included White House Controlled Correspondence, Congressional Inquiries, VA Headquarters, VISN requests, and correspondence from veterans and veterans' groups. Obtains/collects information required by management from various sources within the VA, presenting such information in its original form or editing and revising as necessary. Screens incoming documents from staff members to insure compliance with VA and organizational regulations or for discussion at staff meetings. Gathers, collects data, and prepares responses to requests for service reports for the staff in the Office of the Director, and identifies and schedules milestones; and estimates resources required. Establishes and maintains liaison with persons in offices at such levels as the VISN, VACO, Legislative Officials, and other groups from both within and outside the Office of the Director, speaking on behalf/for the Director on routine program issues or directing inquiries to the appropriate source. Works collaboratively with the Senior Staff Advisor (Heath Systems Specialist) and Executive Leadership and Director, on a variety of special projects that monitor, manage, provide oversight and develop and address various facility-wide programs and continuous improvement initiatives Implements and maintains electronic station memoranda process ensuring that they remain current and in accordance with all VA and VISN regulations and guidance. Work Schedule: Monday - Friday 7:30a - 4:00p Telework: Not available Virtual: This is not a virtual position. Position Description/PD#: Executive Assistant/PD162440

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/14/2024. 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 by the closing date of this announcement. For a position you must have served 52 weeks at the GS-9. 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 as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-9 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Analyzes, evaluates, and formulates recommendations that result in greater efficiency and economy of operation. Develops management improvement programs or revised policy and procedural requirements for more effective application of various administrative management systems. Reviews and analyzes reports submitted by various services for format, adequacy, accuracy and responsiveness to requests. Uses software programs such as MS Work, Excel, Power Point, Outlook, Access, Internet and databases to prepare reports, correspondence and other materials. Searches, extracts and organizes data, produces reports, and prepares a variety of working documents such as spreadsheets, instructions, training guides, etc. Provides oversight and coordination for the office, clerical ,and secretarial staff Identify problems and potential problem areas based on daily observance or studies; analyze and measure the effectiveness, efficiency, and productivity of the administrative programs and clinical operations;a nd, to develop written and oral recommendations for improvement OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed a Ph.D. or equivalent doctoral degree, or 3 full years of progressively higher level graduate education leading to such a degree, or LL.M., if related. (TRANSCRIPTS ARE REQUIRED) OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond . You will be rated on the following Competencies for this position: Administration and ManagementAnalytical ReasoningComputer SkillsPlanning and Evaluating 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 primarily sedentary. There will be some walking within the facility and occasional travel outside the facility. 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

A transcript must be submitted with your application if you are basing all or part of your qualifications on education.

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 Edward Hines Junior Hospital 5000 South 5th Avenue Hines, IL 60141 US
• Name: Amy McCrary
• Phone: (708)953-5124
• Email: [email protected]