Location: Harlingen,TX, USA
Summary The management assistant performing key duties in the areas of management analysis, administration, coordination and investigation in support of the numerous and diverse functional areas and programs within the Chief of Staff through the VA Texas Valley Coastal Bend Health Care System (VATVCBHCS). Responsibilities The incumbent serves as the Management Assistant to the Chief of Staff (COS) Office. The primary purpose of the position is to provide administrative leadership, clerical support and direction, strategic planning, and coordination of operations coming out of the Office. The duties and responsibilities of this position involve administrative and management planning and support for all programs aligned under the Chief of Staff Office and in all outpatient settings of VATVCBHCS. The Chief of Staff Office oversees: An Ambulatory Surgery Center, 5 outpatient clinics and one specialty clinic. Programs and services under the Chief of Staff Office include: Dental Services, Education and Research, Geriatrics and Extended Care, Medicine Services, Mental Health Services, Pathology and Laboratory, Pharmacy Services, Primary Care Services, Pain Medicine Service, Radiology Services, Surgery Services, Credentialing and Privileging, Group Practice Management, Woman's Health and Physician Utilization Management Advisor Services. The incumbent is responsible for assisting in all administrative functions within the Office of the Chief of Staff in project planning activities when so designated. Administrative responsibilities include fiscal, personnel, equipment, program, and supply management. Additionally, the incumbent serves as liaison and is responsible to the HSS, COS and top management on administrative matters concerning the Office. The primary function of this role is to keep abreast of matters affecting the health care system so the office can respond appropriately. Responsible for the management of all resources including authorized FTE and overtime to ensure that resources are within established ceilings and guidelines. Must identify workload trends and perform statistical analyses to determine resource needs and projections to accurately compile and prepare management reports for data validation purposes. Monitors FTEE aligned under the Chief of Staff Office. In addition, will assist with writing position descriptions, recommending performance awards and assisting in the recruitment and hiring of non-clinical employees. Serves as a resource for other services' administrative staff regarding appropriate formats for reports, correspondence, etc. Establishes and maintains effective working relationships with coworkers, other services, and other administrative support staff through effective listening and interpersonal skills (written, verbal, and non-verbal). This supports teamwork, communication, and the mission of the VATVCBHCS. Requests, records, and reports of all training received by the Chief of Staff Office. These duties include preparing request for funds for registration fees and travel expenses, administrative leave, and vouchers for reimbursement; and preparing training reports for inclusion in the employee's Official Personnel File. Serves as the administrator and coordinator for the tracking of education and mandatory training utilizing VA's Talent Management System (TMS), Virtual VA e-health University (VeHU), and other software and databases which contain and track employee educational activities. Monitors, coordinates, and documents mandated training for the COS staff. S/he records all training in the DHCP training database. Responsible for arranging official travel for the Chief of Staff. Prepares travel requests, arranges travel itineraries, modes of transportation and computes the estimated cost of travel and per diem. Serves as a primary preparer and resource for Concur Travel for the Office of the Chief of Staff, including the Health System Specialist. Responsibilities include coordinating and entering travel information, arranging transportation and lodging associated with official travel requests. Work Schedule: Monday to Friday 8:00am to 4:30pm Telework: AD-HOC (Employees who telework on an occasional, episodic, or short-term basis, and have completed required telework training and telework agreement.) (Portion of day acceptable) 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#: Management Assistant/PD004500 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Permanent Change of Station (PCS): Not Authorized Note: This is a Bargaining Unit Position. Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job Selective Service Registration is required for males born after 12/31/1959 You may be required to serve a probationary period Subject to background/security investigation Selected applicants will be required to complete an online onboarding process Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) - See Additional Information below for details. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 12/23/2024. 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-07 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: knowledge of the organizational functions and procedures to perform such duties as distribute and control mail, refer phone calls and visitors, and provide general, non-technical information. Knowledge of office functions and coordination requirements to ensure proper format, mathematical correctness, and correct grammatical content of correspondence. Knowledge applying a wide range of methods used to gather, analyze, and evaluate information concerning management processes, draw conclusions, and recommend appropriate action. Skill in written and oral communication sufficient to prepare and present findings and recommendations, carry out specific actions. Knowledge office procedures to perform non-routine assignments which include summarizing information from files and documents. Knowledge of the EEO/Affirmative Action program/plan. Knowledge of space, equipment, supply, and personnel requirements to formulate efficient and effective program planning. You will be rated on the following Competencies for this position: Decision Making Financial Management Manages and Organizes Information 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: The work is sedentary. Some work may require movement between offices, hospitals, warehouses, and similar areas for meetings and to conduct work. Work may also require walking/standing, in conjunctions with travel to and attendance at meetings and/or conferences away from the work site. Incumbent may carry and lift light items weighing less than 15 pounds. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at Education There is no educational substitution at this grade level. Additional Information Receiving Service Credit or Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. This job opportunity announcement may be used to fill additional vacancies. Pursuant to VHA Directive 1193.01, VHA health care personnel (HCP) are required to be fully vaccinated against COVID-19 subject to such accommodations as required by law (i.e., medical, religious or pregnancy). VHA HCPs do not include remote workers who only infrequently enter VHA locations. If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date. The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required accommodation from this requirement using the reasonable accommodation process. If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement. Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.