The incumbent serves as Staff Assistant (Health Systems Specialist) managing a variety of tasks, including staff support in the full range of Service areas for the MCD and other senior and executive leaders. The incumbent coordinates activities involving the MCD, the Executive Assistant, and other program officials, ensuring efficient operations within the Office of the Medical Center Director.

Duties

Major duties include but are not limited to: Functions a liaison to multiple staff offices and serves as the conduit for information flow and management of assignments between such offices. Monitors and manages incoming actions and requests from initial receipt to completion and closeout. Analyzes the subject matter of incoming information for appropriate distribution to offices internal or external to the office. Receives and monitors completed actions or responses; analyzes responses for completeness and accuracy against known policies and procedures; and ensures action or inquiry is closed out with the inquirer or office. Participates in special information flow studies, analyses, presentations, and briefings, as assigned. Conducts conventional studies on particular operational processes, issue topics, or related special projects. Very broad studies may be assigned limited aspects of much larger projects. These studies may require study planning, statistical measurement, data analysis, and report preparation and development. Serves as the responsible contact for leading projects from initiation to completion and may be required to present the results to senior leadership. Uses standard reference materials to develop position papers and decision documents representing the position of the organization on a variety of complex and sensitive issues such as the quality or timeliness of veteran care issues within the system or at times, issues of Congressional or media interest that have significant national impact e.g., quality and safety concerns or involve several functional areas. Works in coordination with other internal reviewing services regarding routine audits and internal/external reviews of a national concern; i. e, fiscal efficiencies and organizational structure that are reviewed by prominent parties such as the Office of the Inspector General (OIG) or the Government Accountability Office (GAO). Tracks routine deadlines initiated by OIG/GAO and internal reviewing officials to ensure timely submission of responses and actions. Communicates with responsible staff agency members to ensure completion of all requested actions and appropriately closes out all requests. Works closely with senior management and others in implementing and evaluating policies, plans, and internal operational systems such as correspondence management, information tracking among pertinent offices and stakeholders, and internal/external communication flows. Contacts and engages frequently with staff at all levels to facilitate the work of the office related to a variety of operations-focused assignments and projects initiated by senior leadership or program offices, or departmental offices. Functions in myriad roles by contacting and engaging with various administrative program officials within Headquarters and in the field to manage, coordinate, and complete various assignments or projects that involve or are initiated by these officials. Manages and coordinates online communication tools such as assigned intranet websites, internal SharePoint website collection, and other related informational tools in consultation with communication specialists. Assures compliance with all applicable policies, and development and maintenance of internal management processes related to these online tools. Reviews technical and operating procedures within the Office of the Medical Center Director and other Services. Reviews, drafts, regulations, standards, and other guides for proper presentation and reporting to the MCD. Establishes priorities, schedules, reschedules, or refuses appointments, accepts, or declines invitations to meetings, and arranges for representation by subordinate officials when that is desirable. Manages and maintains the calendar for the MCD. Other duties as assigned. Work Schedule: Full time. Monday - Friday 8:00am - 4:30pm. Telework: Ad-hoc. Virtual: This is not a virtual position. Position Description/PD#: Health Systems Specialist (Staff Assistant)/PD23299A 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, 06/17/2024. 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-11 position you must have served 52 weeks at the GS-09. 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-09 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Communicating, establishing processes, and ensuring compliance with directive 1400.05 and related SOPs. Administers the tasks and procedures required between the VA and the affiliated including establishing DAs, verifying valid affiliation agreements, rate and stipend schedules, processing transactions through VA financial systems. 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., equivalent doctoral degree, three (3) full years of progressively higher-level graduate education leading to such a degree, Or LL.M in the related field of the position to be filled (i.e., hospital administration, public health administration, or related fields such as business or public administration with course work in health care administration). Education must have been obtained in an accredited college, or university. Transcripts must be submitted at time of application. 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 a master's degree) and specialized experience as described above to meet total experience requirements. The education portion must include graduate courses that demonstrate the knowledge, skills, and abilities necessary to do to the work of this position (i.e., hospital administration, public health administration, or related fields such as business or public administration with course work in health care administration). NOTE: If using education combined with specialized experience to qualify, a copy of your transcript is required. To meet the minimum qualifications for this position at the GS-12 grade level, you must meet one of the following:. You will be rated on the following Competencies for this position: CommunicationsInterpersonal SkillsTechnical CredibilityVeteran and Customer Focus 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, although some slight physical effort may be required. This work is performed in an office setting although some slight physical effort may be required to conduct training events, give presentations, or observe staff and trainees in their work environment, including inpatient clinical areas. 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 Martinsburg VA Medical Center 510 Butler Avenue Martinsburg, WV 25405 US
• Name: Joseph Hannan
• Phone: 304-268-9384
• Email: [email protected]