Summary The Assistant Housing Manager assists the Housing Manager with on-site management, planning, operation, and administrative coordination of the Fisher House Lodging program and reports to the Housing Manager. Responsibilities Assist in developing standard operating procedures to ensure collaboration between the VA medical facility and the Fisher House Program within the framework of existing regulations and policy. Develop operating procedures for facility maintenance/repairs. Prepare and submit work requests. Determine the appropriate method of accomplishing identified work based on policy and procedures. Ensure the safety and welfare of guests, volunteers, and employees. Regularly assesses program resource needs and utilization. Recommend appropriate actions to maintain and operate the Fisher House. Coordinate and monitor refurbishment projects. Identify deficiencies with the structure, equipment, appliances, and furnishings with VA medical facility subject matter experts during the annual maintenance assessment. Inform the Housing Manager of significant problems, corrects or recommends corrective measures. May serve as the Level 1 Contract Office Representative (COR) for contracts. Reviews quotes and contract proposal requests. Monitor contractor performance and collaborate with the Contracting Office to ensure adherence to established contract expectations. Oversee the processing of eligible guests IAW VHA Directive 1107 VA Fisher Houses and Other Temporary Lodging, and local operational procedures. Ensure the program adheres to health safety, privacy, and sanitation rules and regulations. Monitor cleanliness and safety of the facility through daily observation of communal living areas and guest room checks as needed. Conducts joint guest management and inspections of guest suites. Prepare, monitor, and reconcile work orders ensuring safety, security, and welfare of employees, volunteers, guests, and visitors. Participate in the financial management of the program which requires knowledge and understanding of appropriated and non-appropriated accounts. Participate in managing the development, execution, review, and analysis of the long and short-range budgets, including costs of daily operations, maintenance, and periodic reimbursements. Review current expenditures of operations and maintenance functions. Manage the fund control point and track utilization of budget. Forecast the budgetary needs beyond facility management. Collaborate with local not-for-profit organizations and the local VA Center for Development & Civic Engagement (CDCE) for additional funds when needed. Serve as the primary or alternate purchase card holder and order clerk. Safeguard and account for funds, equipment, and property. Monitor expenditures and use cost/benefit analysis to set priorities. Recommend procurement actions. Review budget status and controls and makes necessary spending adjustments. Receive and document monetary and appropriate in-kind donations. Ensures CDCE approves and accepts monetary and in-kind donations. Monitor for and respond to urgent medical situations initiating contact with Emergency Medical, Police, and Fire services per local procedures. Document and notify VA medical facility leadership, Safety, and Facilities Management to address unresolved issues. Operate government vehicles, to include golf carts, passenger cars and vans. Travel is generally local and includes transporting Fisher House guests. Orient guests to the program and services. Plan guest activities and events. Resolve guest complaints and concerns. Refer guests and patients to social workers to address psychosocial needs. Collaborate with CDCE to account for all donations (cash and in-kind donations) and expenditures. Update wish lists for both cash and in-kind contributions. Inform CDCE of donation solicitation ensuring only CDCE employees solicit donations. Educate CDCE and the community about needs. Establish and maintain automated program databases to manage the Fisher House. Maintain the database to ensure accuracy of currently lodged guests, upcoming departures and needs for extension, cancellations and re-bookings, daily room availability and all projected lodging needs. Draft correspondence for maintenance and operations, manuals, publications, articles, webpage updates, etc. Assist with design and marketing activities and products to educate the public about the Fisher House mission, its interrelationship with the VA medical facility, and the benefits for accompanying individuals of eligible Veterans and Active-Duty Service members. On a recurring basis, solicits, analyzes, and reports feedback from patients, guests, and families regarding their experience with Fisher House lodging. Assists Housing Manager develop guest experience instruments. Work Schedule: Monday-Friday 8:00am - 4:30 pm; 12:00 pm - 8:30 pm Virtual: This is not a virtual position. Remote: This is not a remote position. Position Description/PD#: Housing Management Specialist/PD93638A Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required 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 Pre-employment physical required 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. A current, valid state-issued Driver's License and a safe driving record is required for this position. *DO NOT provide a copy of your Driver's License. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 07/15/2024. 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-11 position you must have served 52 weeks at the GS-09. 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-09 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: developing, establishing, and implementing operational policies; providing orientation, lectures, and presentations; scheduling appointments; ensuring compliance with health, safety, privacy, and sanitation rules/regulations; entering, tracking, and retrieving data; evaluating program's effectiveness and recommending changes for improvement; maintaining, coordinating, and management of funds; serve as the purchase order clerk for the submission of purchase orders, requests for turn-in receipts, an