This position is in the Veterans Administration (VA), Veterans Health Administration (VHA), VA Capital Health Care Network (VISN 5), Martinsburg VA Medical Center, Martinsburg, WV, in the Office of the Associate Director with Patient Care Services(ADPCS). The incumbent reports to the ADPCS. The incumbent provides executive level administrative and support services to the ADPCS and provides direction to medical center clerical administrative and medical staff.

Duties

Duties of the position include but not limited to the following: Assists and serves the full range of functions within the administrative realm of the service lines that report to the ADPCS. Provides the ADPCS complete and accurate technical support by exercising considerable judgement in the application and appropriate guidelines and polices in achieving organizational goals. Coordinates and tracks all service deliverables and makes assignments to the most appropriate subject matter experts and compiles the minutes for a consolidated thorough response. Reviews general administrative processes, procedures , consults and participates with all members of the organization to assist in the administration of regulations and polices. Exercises control over the ADPCS's appointments with complete authority for commitments of time; establishing priorities at own discretion; setting up, rearranging, and when necessary, coordinating meetings with staff offices. Maintains a calendar of future events for up to the next 12 months, on monthly, bimonthly, and weekly basis, scheduling briefings and updating the calendar as required. Coordinates conferences, major inspections, visits by high-ranking officials and other information that may have an impact on scheduling appointments and activities for the ADPCS and are added as information received from various sources. Establishes priorities, schedules, reschedules, or refuses appointments, accepts, or declines invitations to meetings, and arranges for representation by a subordinate official when that is desirable. Reviews communications and drafts standard paragraphs and form letters. Develops internal routing and flow patterns for communications. Monitors correspondence prepared by others for the ADPCS and Senior Service Leadership Team signature. Identifies instances when correspondence, reports, etc., do not meet the appropriate guidelines, grammar, content, formatting, and associated criteria, ensuring corrections are made. Maintains timecards, initiates personnel actions and overtime actions, and ensures appropriate personnel actions are done on a timely basis for the supervisor's subordinate staff. Serves as the timekeeper for assigned T&Ls. Takes notes and transcribes personal and telephone conversations. Secures, assembles, and summarizes information from files, documents and memoranda, organizes the information, draft reports and highlights the most important points when briefing the ADPCS. Acts as the PIV sponsor for the Office of the Associate Director and as a backup for the service lines that fall under this office, enters access requests for VA computer systems ensuring all requirements are met prior to issuance, requests logistical support on behalf of the ADPCS Office and for the service lines that report to that office. Work Schedule: Monday to Friday, 7:30am to 4:30pm Position Description/PD#: Program Specialist/PD23008O

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 09/10/2024. You may qualify based on your experience and/or education as described below: GS-07 Minimum qualifications: Education and or experience Education: 1 full year of graduate level education or superior academic achievement. or, Experience: Applicants must have 1 year at the next lower grade GS-5 level. This developmental position is for the incumbent to reach the full knowledge potential required by the position as those described at the full performance grade level. Below are examples of the developmental position: Cover phone for management staff as well as those of other clerical staff when absent from their work areas. Operates computers to access various types of software (Excel, Outlook, Power point, etc.) and inputs data, develops and designs presentations, databases, spreadsheets. Collect, compile, entry and/or tracking of data and projects relative to organizational/service operations. Assists in analyzing programmatic issues and various databases. GS-09 Minimum qualifications: Education and or experience Education: Master's or equivalent graduate degree or 2 full years of progressively higher level graduate education leading to such a degree or LL.B. or J.D., if related or, Experience: I possess one full year of specialized experience equivalent to the GS-07 grade level that has equipped me with the particular knowledge, skills, and abilities to perform successfully the duties of the position, and that is typically in or related to the work of the positions. Qualifying examples of specialized experience include: Uses computers, software applications, databases, and automated systems to accomplish work. Works and communicates with clients and customers (e.g., any individuals who use or receive the services or products that your work unit provides, including individuals who work in your agency or in other agencies or organizations outside the Government) to satisfy their expectations. Committed to quality services. Considers and responds appropriately to the needs, feelings, and capabilities of others; adjusts approaches to suit different people and situations. Understands and appropriately applies procedures, requirements, regulations, and policies related to specialized expertise (for example, engineering, physical science, law, or accounting); maintains credibility with others on technical matters. Uses correct English grammar, punctuation, and spelling to communicate thoughts, ideas, information, and messages in writing. 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-09 position you must have served 52 weeks at the GS-07. 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 will be rated on the following Competencies for this position: Computer SkillsCustomer Service (Clerical/Technical)Interpersonal SkillsTechnical CompetenceWriting 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 typically sedentary, although some slight physical effort may be required, such as carrying printouts, books, etc. 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: Charlene Quick-Aldridge
• Phone: 1-667-298-6909
• Email: [email protected]