This position is located at the Department of Veterans Affairs (VA), Veterans Health Administration (VHA), Mid-Atlantic Healthcare Network (VISN 6), at the Central Virginia VA Health Care System (CVHCS)/Richmond VA Medical Center within the Engagement and Experience Office (EXO) which is organizationally aligned under the Office of the Assistant Director.

Duties

Duties include but are not limited to: Employee Intiative Coordination Works with teams, committees, and individuals across the facility and is responsible for managing and coordinating employee programs and initiatives including, but not limited to, the Employee Recognition Program, the All-Employee Survey (AES), Employee Driven Collaboration Planning (EDCP) and the "Tell it to the Director" Initiative. Serves as primary point of contact for the Employee Recognition Program to field questions, resolve problems, expedite services, inform employees of award status, coordinate appropriate communication, track timelines for award completion, and implement necessary corrective measures. Identifies and implements improvements to the process to improve efficiency and ease and oversees implementations of adjustments to the process. Incumbent works closely with Human Resources (HR) to keep Chief appraised of significant changes to the awards process. Monitors and reviews Awards LEAF ensuring timely progress and notifies responsible parties if not addressed within an appropriate timeframe. Incumbent coordinates and oversees the Employee recognition awards presentations (to include employee rounding and award ceremonies). Serves as point of contact for previous or current AES data and information and prepares reports requested by Chief and/or Executive Leadership throughout the calendar year. During AES periods, incumbent tracks quick counts, prepares daily reports for Leadership Safety Huddles, creates weekly reports on CVHCS AES completion rates, captures daily scores for analysis, runs trend reports to identified teams in need of additional assistance, and runs and analyze reports to determine teams in need of AES rounding. Serves as the "Tell it to the Director" Initiative coordinator including collecting, distributing to appropriate service, tracking, filing, and routing all program suggestions. Incumbent maintains records of the employee "Tell the Director" submission and ensures timely responses. Administrative Support, Project Management & Tracking Provides wide-ranging administrative functions to EXO including organizing and maintaining all EXO files and serving as the EXO ADPAC using various computer programs and appropriate trouble-shooting problems within the scope of the ADPAC role. Responsible for maintaining, updating and assisting with formulating policies and procedures related to the work of EXO. Responsible for recording minutes of meetings, preparing agendas, maintain certification files, and mailing lists. Develops marketing material to promote EXO and its services through brochures, posters, newsletters, pamphlets, informational material and similar types of publications that require knowledge and understanding of the targeted audience. Responsible for reporting and tracking of internal and external communications. Writes and distributes the "What's the Bluf" newsletter and other requested facility-wide or EXO level correspondences. Incumbent ensures that EXO related Medical Center Policies (MCP) and service Standard Operating Procedures (SOP) are transmitted to responsible parties to ensure they are revised, reviewed, and implemented throughout the Health Care System. Controls all facility level email correspondences for the service sent through EXO Help email (ie: AES, EDCPs, Awards Program, and other EXO related programs). Ensures correspondences are proofread, professional, formatted appropriately, and submitted in a timely manner. Assists with HR functions, as needed, to include coordinating interview times, providing interview material to panel, assisting with access, etc. Serves as the primary ADPAC and Personnel Identity Verifications (PIV) point of contact/sponsor and maintains working knowledge of all related technology items including the badging system, coordinating clearances and access for assigned employees, visitors, and contractors. Customer Service Well versed on key health care, medical research, employee initiatives, and VA topics so as to convey accurate and timely information to various internal and external audiences. Superior communication and customer service skills will be needed in working with patients, family members, or employees who are in crisis, distressed, or angry. Work Schedule: 8:00 AM - 4:30 PM ( hours may vary depending on department need) Position Description Title/PD#: Administrative Support Assistant (OA)/PD015680 Virtual: This is not a virtual position. Relocation/Recruitment Incentives: Not Authorized Physical Requirements: There may be some standing, bending, carrying of light items, driving of an automobile, etc. Work is mostly sedentary, and the employee may sit comfortably. However, there may be times when the work may involve considerable walking throughout the campus or outlying facilities.

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 09/09/2024. 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: Experience with managing a fast-paced office to include, establishing priorities, set up, reschedule appointments; Use own initiative to follow-up on action items and time-sensitive issues, providing assistance to patients, administrative staff and professional staff, communicating with patients about their experiences of care, sorting and processing incoming correspondence, reviewing issues , compiling patient experience data and telephone inquiries, coordinating incoming data from a variety of sources and, maintaining databases which contain a wide variety of veteran specific information, maintaining office files and records, submitting Resources management Committee (RMC) request, USAStaffing, USAccess, timekeeping, and CPRS, VISTA; knowledge of Contracting office Representative (COR) applicable regulation and policies. Administration and ManagementClericalCommunicationComputer Skills 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: Work is typically performed in an adequately lighted and climate-controlled office. May require occasional travel. The employee is expected to adhere to safe work habits while operating office equipment. 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 Central Virginia VA Health Care System 1201 Broad Rock Boulevard Richmond, VA 23249 US
• Name: Ashlee Jaynes
• Phone: 619-630-8339
• Email: [email protected]