Incumbent ensure high-level coordination and continuous oversight of administrative assignments and functions for the Bay Pines VA Healthcare Center Director's Office Service. Incumbent ensures a consistent detailed process and efficiency of administrative operations as well as adequate coverage of essential office functions across the executive office service.

Duties

Provides executive administrative support to the Medical Center Director. Performs detailed orientation & training of all new executive office service staff on administrative operations, standards, and procedures in accordance with national, VISN, and local policies and objectives. Maintains substantial body of administrative or program principles, concepts, and policies, as well as VISN and facility policies and objectives for administrative management & oversight. Manage the assignment, coordination, planning, auditing, and training of all required administration functions and recurring duties among administrative personnel that include but not limited to the following: space, equipment & supplies, budget, purchase card & fund control management, key/access control, ADPAC records management, travel, timekeeping, etc., to ensure efficient and compliant operations of the executive office service. Tracks and trends areas of deficiency and develops and implements corrective action as necessary. Manages controlled correspondence system and performs as senior technical advisor and final reviewer for the following: inquiries from congressional, veteran stakeholder and veteran service officer groups; official investigative responses from OIG, OMI, and TJC or other accreditation bodies; and VHA and VISN program offices and audits, etc. Manages recurring reporting, assignments, and publishing of the Executive Leadership Board agendas and minutes, as well as all subordinate councils to include management of master tracking list of action items, specialist projects, delegations, and report cycles, etc. Performs qualitative reviews of service-level administrative management functions controls as identified and directed by Executive leadership team. Manages VISN 8 Action Item System. Manages VISN 8 Site Visit Tracker. Provides recurring reports to executive leadership team with recommendations. Manages executive office administrative operating procedures and serves as senior level technical advisor and final reviewer on all executive office policies and written standard operating procedures to ensure compliance with policy and standards. Performs as publications control officer for all incoming VA, VHA and VISN policies, directives, handbooks, information letters, bulletins. Work Schedule: Monday to Friday 8:00am - 4:30pm Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Executive Assistant to Medical Center Director/PD112240 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, 12/09/2024. 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-9 position you must have served 52 weeks at the GS-7. For a GS-11 position you must have served 52 weeks at the GS-9. 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. General Adjustment SF-50's with the effective date of within the last year do not provide the information to reflect time-in-grade requirement has been met and therefore cannot be the only SF-50. If you are currently serving in a Hybrid Title 38 position, your SF-50's must reflect you have been in the position longer than one year. You may qualify based on your experience and/or education as described below: GS-9 Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-7 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Provides executive administrative support to the Medical Center Director. Manage the assignment, coordination, planning, auditing, and training of all required administration functions and recurring duties among administrative personnel that include but not limited to the following: space, equipment & supplies, budget, purchase card & fund control management, key/access control, ADPAC records management, travel, timekeeping, etc., to ensure efficient and compliant operations of the executive office service. Manages controlled correspondence system and performs as senior technical advisor and final reviewer for the following: inquiries from congressional, veteran stakeholder and veteran service officer groups. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a Master's degree or equivalent or two (2) full years of progressively higher level graduate education leading to such a degree or LL.B. or J.D., if related. NOTE: A transcript must be submitted if you are basing all or part of your qualifications on education. Applications submitted without this information may not be considered. . 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. GS-11 Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-9 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: provides executive administrative support to the Medical Center Director. Manage the assignment, coordination, planning, auditing, and training of all required administration functions and recurring duties among administrative personnel that include but not limited to the following: space, equipment & supplies, budget, purchase card & fund control management, key/access control, ADPAC records management, travel, timekeeping, etc., to ensure efficient and compliant operations of the executive office service. Manages controlled correspondence system and performs as senior technical advisor and final reviewer for the following: inquiries from congressional, veteran stakeholder and veteran service officer groups. Manages executive office administrative operating procedures and serves as senior level technical advisor and final reviewer on all executive office policies and written standard operating procedures to ensure compliance with policy and standards. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a Ph.D. or equivalent doctoral degree OR 3 full years of progressively higher-level graduate education leading to such a degree or LL.M., if related. (TRANSCRIPT REQUIRED). 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 . You will be rated on the following Competencies for this position: Administration and ManagementManages and Organizes InformationOrganizational AwarenessWritten Communication 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. 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 CW Bill Young Department of Veterans Affairs Medical Center 10000 Bay Pines Boulevard Bay Pines, FL 33744 US
• Name: Vilnalys Irizarry-Brisueno
• Phone: (787) 641-7582 X126196
• Email: [email protected]