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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).
Learn more about this agency12/09/2024 to 12/23/2024
$49,025 - $63,733 per year
GS 7
1 vacancy in the following location:
No
Yes—as determined by the agency policy.
Not required
No
Permanent
Full-time
Competitive
None
No
No
CAZM-12632330-25-AO
822862700
Current or former competitive service federal employees.
Current excepted service federal employees.
Current federal employees of this agency.
Federal employees who meet the definition of a "surplus" or "displaced" employee.
Certain current or former term or temporary federal employees of a land or base management agency.
This vacancy announcement is open to All Federal employees serving on a Career/Career-Conditional appointment or eligible under OPM's Interchange Agreement; former competitive civil service employees eligible for reinstatement; Veterans eligible under the VEOA, 30% Disabled Veterans, VRA or VOW Act; Military Spouses; Persons with Disabilities/Schedule A; CTAP/ICTAP eligibles; and current and former time-limited employees of Federal Land Management only.
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.
There is no educational substitution at this grade level.
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.
You will be evaluated for this job based on how well you meet the qualifications above.
IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE.
Narrative responses are not required at this time. If you are referred for consideration, you may be asked to submit additional job related information, which may include, but not limited to; responses to the knowledge, skills and abilities; completion of a work sample, and/or contact for an interview. Your resume and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect your rating or consideration for employment.
The Department of Veterans Affairs performs pre-employment reference checks as an assessment method used in the hiring process to verify information provided by a candidate (e.g., on resume or during interview or hiring process); gain additional knowledge regarding a candidate's abilities; and assist a hiring manager with making a final selection for a position.
For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document.
Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion. The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement. Management may use any one or any combination of these methods to fill the position.
It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.
Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.
To apply for this position, you must provide a complete Application Package which includes:
Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education.
Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.
All applicants are encouraged to apply online. To apply for this position, you must complete the questionnaire and submit the documentation specified in the Required Documents section below. The complete application package must be submitted by 11:59 PM (ET) on 12/23/2024 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/12632330.
Once your online application is submitted you will receive a confirmation notification by email. After we receive application packages (including all required documents) and the vacancy announcement closes, we will review applications to ensure qualification and eligibility requirements are met. After the review is complete, a referral certificate(s) is issued and applicants will be notified of their status by email. Referred applicants will be notified as such and may be contacted directly by the hiring office for an interview. All referred applicants receive a final notification once a selection decision has been made.
You may check the status of your application at any time by logging into your USA Jobs account and clicking on Applications. Information regarding your application status can be found in the USAJobs Help Center.
NOTE: Participation in the seasonal influenza program is a condition of employment and a requirement for all Department of Veterans Affairs Health Care Personnel (HCP). It is a requirement that all HCP to receive annual seasonal influenza vaccination or obtain an exemption for medical or religious reasons. Wearing a face mask is required when an exemption to the influenza vaccination has been granted. HCP in violation of this directive may face disciplinary action up to and including removal from federal service. HCP are individuals who, during the influenza season, work in VHA locations or who come into contact with VA patients or other HCP as part of their duties. VHA locations include, but are not limited to, VA hospitals and associated clinics, community living centers (CLCs), community-based outpatient clinics (CBOCs), domiciliary units, Vet centers and VA-leased medical facilities. HCP include all VA licensed and unlicensed, clinical and administrative, remote and onsite, paid and without compensation, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, researchers, volunteers and health professions trainees (HPTs) who are expected to perform any or all of their work at these facilities. HPTs may be paid or unpaid and include residents, interns, fellows and students. HCP also includes VHA personnel providing home-based care to Veterans and drivers and other personnel whose duties put them in contact with patients outside VA medical facilities.
The Federal hiring process is set up to be fair and transparent. Please read the following guidance.
This job originated on www.usajobs.gov. For the full announcement and to apply, visit www.usajobs.gov/job/822862700. Only resumes submitted according to the instructions on the job announcement listed at www.usajobs.gov will be considered.
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OUR MISSION: To fulfill President Lincoln's promise "To care for those who have served in our nation's military and for their families, caregivers, and survivors" - by serving and honoring the men and women who are America's Veterans. How would you like to become a part of a team providing compassionate whole health care to Veterans?
The VATVCBHCS is comprised of the Corpus Christi Outpatient Clinic, Corpus Christi Specialty Clinic, Harlingen Outpatient Clinic, Health Care Center at Harlingen, Laredo Outpatient Clinic, Brownsville Outpatient Clinic and McAllen Outpatient Clinic. The VATVCBHCS is an innovative and dynamic ambulatory health care system offering core services in Primary Care, Geriatrics and Mental Health as well as Specialty Medicine, Pain Management, Surgical Services, Radiology, Dental, Pharmacy, Pathology and Laboratory Medicine, Women's Health and Whole Health.
The VATVCBHCS also operates a 100-patient Home Based Primary Care program and a 200-patient Care Coordination Home Tele-Health Program. Through the utilization of inpatient/emergency department contracts, approximately 2600 inpatient admissions and 5800 ER visits are managed by VATVCBHCS. Affiliated with the University of Texas Rio Grande Valley Medical School, the system has an active ambulatory care program and serves as a teaching and training site for medical residents. The VATVCBHCS is responsible for an enrollee population of over 50,000 Veterans and 600,000 outpatient visits annually
