The secretary is assigned to the Office of the Associate Director for Patient Care Services / Nurse Executive (ADPCS/NE). The ADPCS/NE is a member of the Executive Leadership Team. The Office of the ADPCS/NE or Nursing Administration is responsible for coordinating and ensuring standards of nursing practice, policies, and procedures regulating the practice of nursing within the VACOHCS facilities in addition to oversight for other clinical areas.

Duties

As a critical member of the Nursing Administration Team, the ADPCS/NE actively participates in process improvement activities includes but limited to: All Employee Surveys (AES), Strategic Planning, Six Sigma LEAN projects, and Job Fairs, Specific job responsibilities include: Plans and supports meetings chaired by the ADPCS/NE, and other members of the ADPCS Leadership Team, as needed, to include monthly Patient Services Executive Board (PSEB), Reusable Medical Equipment (RME) and Nurse Council. S/he independently prepares meeting minutes in a timely manner and, once approved, ensures distribution as required by governing policies and regulations. Maintains action tracking logs for key executive meetings, ensuring all open items are followed up as appropriate. Maintains files and records for the Office of the Associate Director for Patient Care Services (ADPCS), to include controlled correspondence, VISN and VACO suspense requirements, administrative boards of investigation, personnel records, control point and purchasing records, meeting minutes, and tracking and trending reports for meetings. Receives and reads (as appropriate) all incoming correspondence. Screens those items which can be personally handled or forwards to applicable service/division for necessary actions and maintains follow-up suspense. The incumbent establishes and maintains files (paper & electronic) and exercises initiative in setting up and/or revising files to meet current needs and demands. The incumbent maintains files on all nursing students, compensated and WOC. In concert with the Nurse Residency Program Manager, ensures that proper rotation, start and end dates, are maintained and that appropriate reports are completed. Prepares SF-52s and entering Manager Self-Service (MSS) in HR Smart requests for personnel actions for Nursing personnel throughout the facility. Prepares the RN and LPN standards actions for the Board Chairs in a timely manner, maintaining confidentiality of all board actions. The incumbent takes and transcribes dictation for the ADPCS/NE, assuring proper format for various forms of correspondence and performs follow-up when further action is indicated. Provides pertinent information when supplemental data is required. Reviews written policies and procedures for routine updates, or changes as indicated because of new policy determinations by VHA, or similar regulatory agencies and advises ADPCS/NE which policies may need major re-writes or minor revisions as a result. Daily reviews, assigns, monitors, maintain and closes out 100% of the assigned actions and suspense's for the ADPCS/NE. These actions can be complex, requiring careful review and research. Assigns additional requested information and monitoring recurring actions to assure they are being processed and information requested is accurate and in line with what is being requesting. Following up on actions with all departments to avoid late responses. Coordinates travel and training for the ADPCS/NE which includes completion of training registration, hotel reservations, itineraries, trip tickets for station vehicles, and making arrangements through the Concur web-based travel portal for transportation and reimbursement for travel-related expenses Independently screens all calls and visitors to Nursing Administration. In receiving and screening visitors, the incumbent exercises tact and diplomacy in obtaining required information and when necessary, refers the caller/visitor to other appropriate VACOHCS staff. When the nature of the visit or telephone call requires personal attention of the ADPCS/NE, advises the ADPCS/NE of the circumstances to affect the requested and required meeting. Work Schedule: Monday through Friday, 8:00 a.m. to 4:30 p.m. Schedule may vary as deemed necessary to meet the needs of the Veterans and the Medical Center. Telework: Not Authorized Virtual: This is not a virtual position. Position Description/PD#: Secretary (OA)/PD#91552-0 Relocation/Recruitment Incentives: 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, 04/23/2024. 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-07 position you must have served 52 weeks at the GS-06. 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. In addition to meeting experience requirements, applicants for these positions (Office Automation - any grade) must demonstrate a typing speed of at least 40 words per minute. At this time applicants are being asked to self-certify. Please Note: Self-certification may be verified via administration of the appropriate performance test. 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-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: Answering and screening telephone calls. Processing correspondence, reports, memos and other forms if written communication. Managing and maintaining appointment schedules Reviewing and editing of policies and procedures and Timekeeping experience You will be rated on the following Competencies for this position: Manages and Organizes Information Customer Service Knowledge Management 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 mostly sedentary and places no special physical demands on the employee. The work includes some walking, standing, bending, and carrying of light items such as paper, books, and files. 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 Chalmers P Wylie Veterans Outpatient Clinic 420 North James Road Columbus, OH 43219 US
• Name: Mary Rose Hall
• Phone: 614-257-5200 X52138
• Email: [email protected]