Admin Support Assistant
The incumbent will work with one or multiple ICCs, which include the Primary Care ICC, Mental Health ICC, Specialty ICC, Surgery ICC, Diagnostic ICC, and Rehabilitation and Extended Care ICC. Other CMO program areas may include Pharmacy, Women's Health, Health Informatics, Connected Care and Whole Health. The position requires strong communication skills, attention to detail, excellent organizational skills, and the ability to quickly respond to problems and issues that necessitate immediate resolution. Duties of this position include, but are not limited to:
Coordinates VISN-wide multi-disciplinary committee meetings for assigned program areas with VHA, VISN, and medical center stakeholders to streamline communications across the VISN and allow for efficient decision-making. Ensures all agendas are filled out thoroughly by collecting and reviewing reports from designated medical center ICC leaders and committees, VISN ICC clinical and administrative leaders, and national ICC stakeholders. Records, disseminates, and publishes the minutes in a timely manner, assists with correspondence and communication updates, and provides any necessary logistical and audio/visual support for meetings with participants at multiple locations across the VISN and VHA. Maintains comprehensive and detailed tracking system to monitor VHA and VISN action items and controlled correspondence, enabling the VISN to respond in a timely and accurate manner to all requests for information. Reviews all medical center submissions, ensures format/information is correct and complete, obtains necessary approvals or signatures, and transmits report/information to requestor. Prepares and manages program site visits to medical centers and VISN face-to-face meetings with medical center stakeholders, including coordination of logistics with facility location, preparing agendas and gathering necessary information beforehand and for follow-up actions and recommendations. Performs office duties using a multitude of software applications such as Outlook, Word, Excel, PowerPoint, and SharePoint. Provides technical assistance, troubleshooting and support for regularly scheduled meetings, conference calls, video teleconferences, and webinars. Serves as a timekeeper by preparing, maintaining and submitting electronic timecards for designated staff. Serves as back-up timekeeper for other VISN administrative support. Coordinates all travel and education requests for assigned program areas, including preparation of any travel and education plans for review. Provides phone coverage for the CMO phone line, and back-up phone coverage to the Network Director, Deputy Director, and Quality Manager as needed. Work Schedule:
Monday to Friday 8am-4:
30pm Compressed/Flexible:
Not available Telework:
Position eligible for limited telework for AD HOC purposes Virtual:
This is not a virtual position. Position Description/PD#:
Admin Support Assistant/PD012880 Relocation/Recruitment Incentives:
Not Authorized Financial Disclosure Report:
Not required To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/19/2020. 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. To qualify, you must have one of the following based your experience and/or education as described below:
Specialized
Experience:
You must have one year of specialized experience equivalent to at least the next lower grade GS-06 related to this occupation. Examples of specialized experience would include, but are not limited to:
excellent communication skills across multiple stakeholders; coordination of meetings, including agenda development and recording of the minutes; maintenance of effective office systems, procedures and communications, making necessary changes to ensure efficiency; use of a variety of Microsoft Office software programs (MS Outlook, MS Word, MS Excel, MS PowerPoint, MS SharePoint) with proper grammar, punctuation, spelling, and various correspondence formats; maintenance of comprehensive and detailed tracking systems to monitor action items and controlled correspondence; coordinating with several Chiefs and supervisors across the VISN, and coordination of daily activities to complete projects and quickly resolves questions or issues that arise. Your experience must be clearly detailed in your resume to receive full credit. We will not make assumptions. You will be rated on the following Competencies for this position:
Attention to DetailComputer SkillsCustomer ServiceInformation Management 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 and is performed by sitting, standing, bending, and stooping. The employee is required to obtain records from files, and carry files, manuals, and other light objects. Occasional travel is required to provide support at conferences, workgroups, programs or meetings. The work environment includes everyday risks or discomforts that require normal safety precautions typical of offices, meetings and training rooms. Travel may involve use of private and/or commercial conveyance. 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/.
Estimated Salary: $20 to $28 per hour based on qualifications.
Coordinates VISN-wide multi-disciplinary committee meetings for assigned program areas with VHA, VISN, and medical center stakeholders to streamline communications across the VISN and allow for efficient decision-making. Ensures all agendas are filled out thoroughly by collecting and reviewing reports from designated medical center ICC leaders and committees, VISN ICC clinical and administrative leaders, and national ICC stakeholders. Records, disseminates, and publishes the minutes in a timely manner, assists with correspondence and communication updates, and provides any necessary logistical and audio/visual support for meetings with participants at multiple locations across the VISN and VHA. Maintains comprehensive and detailed tracking system to monitor VHA and VISN action items and controlled correspondence, enabling the VISN to respond in a timely and accurate manner to all requests for information. Reviews all medical center submissions, ensures format/information is correct and complete, obtains necessary approvals or signatures, and transmits report/information to requestor. Prepares and manages program site visits to medical centers and VISN face-to-face meetings with medical center stakeholders, including coordination of logistics with facility location, preparing agendas and gathering necessary information beforehand and for follow-up actions and recommendations. Performs office duties using a multitude of software applications such as Outlook, Word, Excel, PowerPoint, and SharePoint. Provides technical assistance, troubleshooting and support for regularly scheduled meetings, conference calls, video teleconferences, and webinars. Serves as a timekeeper by preparing, maintaining and submitting electronic timecards for designated staff. Serves as back-up timekeeper for other VISN administrative support. Coordinates all travel and education requests for assigned program areas, including preparation of any travel and education plans for review. Provides phone coverage for the CMO phone line, and back-up phone coverage to the Network Director, Deputy Director, and Quality Manager as needed. Work Schedule:
Monday to Friday 8am-4:
30pm Compressed/Flexible:
Not available Telework:
Position eligible for limited telework for AD HOC purposes Virtual:
This is not a virtual position. Position Description/PD#:
Admin Support Assistant/PD012880 Relocation/Recruitment Incentives:
Not Authorized Financial Disclosure Report:
Not required To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/19/2020. 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. To qualify, you must have one of the following based your experience and/or education as described below:
Specialized
Experience:
You must have one year of specialized experience equivalent to at least the next lower grade GS-06 related to this occupation. Examples of specialized experience would include, but are not limited to:
excellent communication skills across multiple stakeholders; coordination of meetings, including agenda development and recording of the minutes; maintenance of effective office systems, procedures and communications, making necessary changes to ensure efficiency; use of a variety of Microsoft Office software programs (MS Outlook, MS Word, MS Excel, MS PowerPoint, MS SharePoint) with proper grammar, punctuation, spelling, and various correspondence formats; maintenance of comprehensive and detailed tracking systems to monitor action items and controlled correspondence; coordinating with several Chiefs and supervisors across the VISN, and coordination of daily activities to complete projects and quickly resolves questions or issues that arise. Your experience must be clearly detailed in your resume to receive full credit. We will not make assumptions. You will be rated on the following Competencies for this position:
Attention to DetailComputer SkillsCustomer ServiceInformation Management 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 and is performed by sitting, standing, bending, and stooping. The employee is required to obtain records from files, and carry files, manuals, and other light objects. Occasional travel is required to provide support at conferences, workgroups, programs or meetings. The work environment includes everyday risks or discomforts that require normal safety precautions typical of offices, meetings and training rooms. Travel may involve use of private and/or commercial conveyance. 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/.
- Department:
0303 Miscellaneous Clerk And Assistant - Salary Range:
$44,537 to $57,895 per year
Estimated Salary: $20 to $28 per hour based on qualifications.
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