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Administrative Specialist

Company: Veterans Affairs, Veterans Health Administration
Location: Wilmington
Posted on: June 24, 2022

Job Description:

Summary Serves as an Administrative Specialist in the Associate Director's Office within the Wilmington Veterans Affairs Medical Center (WV AMC). This position reports to the Executive Assistant to the Associate Director. Responsibilities Administration & Planning Serves as an administrative advisor to the Chief(s) of the assigned service(s). As such, the incumbent provides a key role in assisting the Service Chief(s) in the development and implementation of policies and procedures, both long and short-range planning, budget, guidelines, and proposals for efficient and effective utilization of resources and the operation of the division. Assists in developing strategic plans for the collection and analysis of data related to service operations and actively participates as a full member of the healthcare delivery team, involved in policy making, process execution, and works to provide administrative oversight to the assigned service(s). Analyzes proposals and provides the Service Chief(s) and/or Executive Assistant with an objective opinion before a final decision is made. Recommends courses of action and conducts executive review of correspondence which requires the concurrence, or signature of the Service Chief(s) or higher-level officials. Serves as a Service Level Patient Advocate for the assigned service, identifying barriers to providing exceptional customer service by using customer feedback in planning and providing products and services to enhance the overall customer service experience of all Veterans, staff and visitors. Maintains communication with all appropriate services, the Executive Assistant, the Chief(s), as well as the Medical Center Patient Advocate in collaborative efforts to resolve patient complaints and evaluate the quality of support provided by staff, investigating and problem solving any issues identified which impact customer satisfaction. Record and organize documents related to expenditures and provides accurate and timely data allowing for immediate visibility concerning availability of funds. Evaluates and plans sufficient space utilization based on constantly changing and ever-increasing program demands, inclusive of the assigned service(s)'s staff and patients, adhering to VA guidelines. Personnel Management Responsible to plan for revised space assignments and request allocation of space through the medical center's space designee. Develops effective approaches to meeting service goals and objectives; provides leadership to the subordinate staff; keeps staff, higher level management and customers informed about significant matters; develops good working relationships with customers; and ensures that work products are acceptable and timely. Conducts an internal audit program to ensure the financial policies of the medical center are being followed and are effective. Responsible for the management of all administrative processes through appropriate utilization of staff within the assigned service(s). Works closely with Human Resources to coordinate performance appraisal programs, competencies, awards, ensuring all requirements and deadlines are met. Contracting Officer Representative (COR) performs a critical role in the procurement process and oversight of contracts to include, but not limited to, goods and services, equipment procurements for the assigned service(s). Track and monitor all contracts for the service(s). This tracking will include tracking data, including length of contracts, exercise of options, and availability of funding for future option periods. Act as the liaison between the Contracting Officer, and the Contractor. The incumbent will gather all required information necessary for solicitation and obligation of contracts. Work closely with all leadership within the assigned service(s) to compile and ensure quality completion of documentation for procurement packages submitted. Ensures that the work is timely, and the contracts adhere to the requirements of the Statement of Work. Incumbent is responsible for expediting the contracting process when needed. Performs other duties as assigned. Work Schedule: Monday - Friday, 7:30 a.m. - 4:00 p.m. Compressed/Flexible: Not Available Telework: Not Authorized Virtual: This is not a virtual position. Position Description/PD#: Administrative Specialist/PD02103A Relocation/Recruitment Incentives: Not Authorized Financial Disclosure Report: Not required Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment. Applicants who refuse to be tested will be denied employment with VA. 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, 06/22/2022. 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-09 position you must have served 52 weeks at the GS-07. 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 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-07 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: 1) Works closely with human resources and other service support staff to ensure all on boarding requirements are current, correct, and complete prior to any request for staff entering on duty.2) Plans, coordinates, implements and recommends action concerning equipment, supplies, budget, space and personnel actions.3) gathers all required information necessary for solicitation and obligation of contracts.4) Monitor contractor's performance to ensure compliance with the technical requirements of the contract.5) maintains necessary controls and suspense files compiling and submitting necessary paperwork for appointments, clearances, and staffing actions.. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed a master's or equivalent degree, or 2 full years of progressively higher level graduate education leading to such a degree, or an LL.B or J.D. in a related field that demonstrates the knowledge, skills, and abilities necessary to do the work of this position. Transcript/s must be submitted with your application or you will not receive credit.. 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 .Only graduate education in excess of the amount required for the next lower grade level may be used to qualify applicants for positions (TRANSCRIPT REQUIRED) You will be rated on the following Competencies for this position: Administration and ManagementContracting/ProcurementCustomer ServiceFinancial ManagementOrganizational Performance AnalysisPerformance 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: Work is primarily sedentary, although some slight physical effort may be required. The ability to deal effectively with organizational change, role ambiguity and the stresses of juggling many priorities and rapidly responding to unanticipated critical situations is essential. 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: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html. 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. Special Employment Consideration: VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities [i.e., intellectual disabilities, severe physical disabilities, or psychiatric disabilities], and/or Disabled veterans with a compensable service-connected disability of 30% or more. Contact the Agency Contact for information on how to apply under this appointment authority via the Selective Placement Coordinator. The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal/VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/. This job opportunity announcement may be used to fill additional vacancies. To ensure compliance with an applicable preliminary nationwide injunction, which may be supplemented, modified, or vacated, depending on the course of ongoing litigation, the Federal Government will take no action to implement or enforce the COVID-19 vaccination requirement pursuant to Executive Order 14043 on Requiring Coronavirus Disease 2019 Vaccination for Federal Employees. Therefore, to the extent a VA job announcement includes language requiring applicants to be fully vaccinated against COVID-19 pursuant to Executive Order 14043, that requirement does not currently apply to this Job Announcement. VA may request information regarding your vaccination status, if selected, for the purposes of implementing other workplace safety protocols, such as masking, physical distancing, testing, travel, and quarantine. If you are unable to apply online or need to fax a document you do not have in electronic form, view the following link for information regarding an Alternate Application.

Keywords: Veterans Affairs, Veterans Health Administration, Wilmington , Administrative Specialist, Administration, Clerical , Wilmington, Delaware

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