The position is a full performance level and is the Administrative Support Assistant for the Chaplain Service (CS), located at the San Diego VA Healthcare System in La Jolla, CA. The position is responsible for the coordination and monitoring of all CS administrative programs. The Administrative Support Assistant serves as liaison between the Service and other Healthcare System programs. The perks and benefits of an Administrative Support Assistant: Nonclinical Professions

Duties

The Administrative Support Assistant provides analytical and administrative support to the Service Chief and the staff Chaplains. The Administrative Support Assistant is responsible for the coordination of surveys and reports, performance improvement activities, policy development, budget and financial management, procurement and contracting, statistical and other administrative functions. The Administrative Support Assistant contributes to the definition of medical center, vision, values, goals, and action plans that support the Medical Center Strategic Plan. Duties include but are not limited to: Under the direction of the Chief, Chaplain Service the incumbent oversees and facilitates the administrative management for CS and plans, organizes, evaluates, coordinates, and implements the complex administrative activities of the functions of the Service programs. Independently develops, plans, issues, and implements procedures to comply with directives concerning administrative matters. Serves as the focal point for dissemination of information from and within CS and prepares correspondence regarding various matters including CS Chief's level. Compiles information, prepares administrative reports for management briefing and sharing with work groups. Provides full staff assistance on administrative matters. Interprets policy and procedural information in order to give advice and guidance to make decisions or recommendations on management and technical problems involving personnel budget, performance improvement, supplies, equipment and space, analyze complex administrative management problems with rapid fluctuation in various program priorities and requirements and carefully assesses conflicts between program requirements and available resources. The incumbent solicits and reviews all equipment requests from the staff, advises the Chief on setting priorities for the requests, and ensures that the requests are submitted completely, accurately, and with appropriate justification. Identifies personnel needs and prepares and maintains position descriptions based on knowledge of position classification criteria, qualification requirements and other phases of Human Resources, reviews and coordinates requests for personnel actions (SF 52s) involving recruitment, reassignment, separation, and promotion, and incentive awards. Assists supervisor and staff in projecting staffing needs, writing positions descriptions, developing job analyses, prepares performance plans and appraisals, processes training requests, and drafting disciplinary and adverse actions. The incumbent advises all levels of staff personnel within the unit on matters concerning appointments, special pay issues, tours of duty and leave administration, timekeeping expectations, disciplinary actions, incentive awards, recruitment and placement of new employees, position management and classification issues, as well as continuing education activities. The incumbent will work closely with the Clinical Pastoral Education (CPE) Supervisor and interns ensures they are adequately onboarded, trained and supported. Will keep records for the CPE program for the eventual OAA funding. Incumbent administers Service fund control points and serves as budget and financial advisor to the Service Chief. Reviews with Chief of Service, office needs, plans and goals to develop budget data and develop budget data and justification for review and approval. Assists the Chief of service in coordinating and monitoring the Fee Basis budget and is responsible for studying, tracking, trending, and applying analytical methods and techniques to evaluate issues and make recommendations, concerning the efficiency and effectives of programs such as: Decision Support System (DSS) mapping, budget impact of vested patients, impact of cost and accountability/utilization of program services, etc. Develops, evaluates, and modifies organizational structure, organizational charts, mission, and functional statements to implement changes in program administration in order to achieve program goals. Incumbent provides technical assistance and training to new service employees on computer programs specific to the Service. Work Schedule: Monday- Friday, 7:30am-4:00pm Virtual: This is not a virtual position. Position Description/PD#: Administrative Support Assistant/PD145450 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 08/29/2024. 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-7 position you must have served 52 weeks at the GS-6. 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 as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-6 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Specialized experience includes the coordination and monitoring of administrative programs, provides analytical and administrative support, serves as liaison, coordination of surveys and reports, performance improvement activities, policy development, budget and financial management, procurement and contracting, statistical and other administrative functions, and acts as a resource person in planning, reviewing, or revising policies and procedures that impact patient care and Service policy. You will be rated on the following Competencies for this position: Administration and ManagementClericalComputer SkillsCustomer Service (Clerical/Technical) 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, although some slight effort may require some walking, standing and carrying of light items. There is frequent use of a personal computer. 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.

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 San Diego VA Medical Center 3350 La Jolla Village Drive San Diego, CA 92161 US
• Name: Tonya Stewart
• Phone: 858-232-7825
• Email: [email protected]