Executive Assistant

Summary This position will serve as Executive Assistant to the Associate Director at Lebanon VA Medical Center. Responsibilities The Executive Assistant to the Associate Director provides executive level support, analysis and report preparation, and makes recommendations for change and manage their area of responsibilities long and short-range facility space plans to meet the needs of the Veterans served at the VAMC and staff. The incumbent develops management improvement programs or revised policy and procedure requirements for more effective application of various administrative and clinical management systems such as reports management, information management, etc. The incumbent formulates recommendations to include specific plans to address/correct deficiencies and/or to increase positive accomplishments of administrative/clinical practices. The incumbent carries direct responsibility for seeking and finding practical solutions that may be achieved through short or long-range planning. The incumbent has overall responsibility for all administrative tasks within the areas of responsibility and functions with only minimal direction from their Executive Leader. In addition, provides direct support primarily to the Associate Director and secondarily to other management officials by analyzing, involving, advising on and/or coordination health care delivery systems and operations at the health care system. The incumbent must demonstrate the ability to function independently on behalf of senior leadership and understand through discussion and minimal direction, a broad range of activities, programs, initiatives, etc. The incumbent assist in the developing all information required for policies, procedures, programs, education, research, and other special requirements. The incumbent evaluates programs against short and long-range agency objectives, prepares and contributes to reports and other presentations on program planning and evaluation, and acts as a liaison or handles communications with persons and/or groups within and outside the Medical Center and VISN. The incumbent analyzes and evaluates on a quantitative or qualitative basis the efficiency and effectiveness of programs or operations in meeting established goals and objectives. The incumbent interprets VHA and VISN policy and translates it to the medical center level in the form of medical center policy. The incumbent reviews correspondence on behalf of their Associate Director and responds to inquiries on behalf of the Medical Center Executive Leadership. The incumbent also reviews proposed programmatic and policy changes involving service lines; analyzing and evaluating functionality and other aspects of programs and policies for the Associate Director. The incumbent coordinates and tracks staff recruitment efforts for services under their Executive Leader. The incumbent will review proposed organizational changes involving the establishment, consolidation, transfer, or regrouping of functions of one or more entities or sub- entities. Performs other duties as assigned. Work Schedule: Monday – Friday, 7:30 a.m. – 4:00 p.m. Telework: Ad-hoc Virtual: This is not a virtual position. Position Description/PD#: Executive Assistant/PD032360 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized 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, 10/03/2024. 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-12 position you must have served 52 weeks at the GS-11 grade level. 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-11) in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: supports and consults management officials on operations and delivery systems within a health care system; provides recommendations to address deficiencies and/or increase positive accomplishments of administration/clinical practices; conducts planning, evaluations and analysis on programs, operations, and systems, and prepares written reports to present to management officials; coordinating and managing administrative areas including personnel management, budgeting/financial management, procurement, property management and supply; reviews and responds to correspondence; and prepares and implements administrative policies and procedures. Note: Evidence of specialized experience must be supported by detailed documentation of duties performed in positions held on your resume. You must provide work experience information such as hours per week, salary, and starting/ending dates of employment (month and year format) to establish you have one (1) full year of specialized experience at or comparable to the required grade level. You will be rated on the following Competencies for this position: Administration and Management Analysis and Problem Solving Budget Administration Organizational Stewardship There is no education substitution at the GS-12 grade. 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, though slight physical effort may be required. For more information on these qualification standards, please visit the United States Office of Personnel Managements website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/. Education There is no educational substitution at this grade level. Additional Information 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 applicants 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.