Summary
This position serves as an administrative support assistant for the VA Ann Arbor Healthcare System Medicine Service. This position requires the person be capable of working well with numerous healthcare professionals and administrative support personnel. This position is under the direct supervision of the administrative officer, Medicine Service. The individual must have flexibility and the ability to perform in a dynamic environment/situation.
Responsibilities
The incumbent performs a variety of clerical, administrative, and technical duties/responsibilities in support of the administrative management of a complex health care delivery system. Support will encompass the Medicine Service, in all sections and programs, to include: cardiology, gastroenterology, hematology/oncology, pulmonary/respiratory, inpatient/hospitalist, nephrology, rheumatology, infectious disease, endocrine and metabolism, geriatrics, allergy and other sections or programs under Medicine Service. The incumbent must have considerable administrative training and experience and comprehensive working knowledge of special administrative and complex processes to support clinical operations. The incumbent performs work in support of management and/or program analysis functions in which knowledge of the purpose, operation, methodology, and techniques characteristic of specific management/program analysis functions is required. This position requires considerable specialized training and experience in administrative, computer, clerical, problem-solving skills, and analytical, evaluative, qualitative and statistical skills, as well as the ability and desire to manager a wide variety of complex and unexpected and nonrecurring problems. As such, the incumbent must demonstrate thorough and detailed knowledge of the principles of effective communication including tact and diplomacy in dealing with very sensitive issues and sometimes highly charged emotional inpatients, and employees with complaints, grievances, or other concerns; thorough and detailed knowledge of travel regulations and procedures, timekeeping regulations, and office procedures in the Medicine Administrative Office; organizational skills to manage a myriad of details in several different program areas at once; the ability to gather and organize written materials to assist with the daily operations of Medicine Service; knowledge of English grammar, spelling, and punctuation to correct obvious errors in typed material; expertise in the operation of microcomputers, data management software, and other office equipment; thorough and detailed knowledge of the service goals, priorities, duties, policies, and commitments sufficient to perform technical and administrative tasks independently with very little supervision; and detailed knowledge of the substantive programs of the service to answer inquiries, assemble information, resolve problems, and provide both oral and written responses which reflect the professionalism expected of the Medicine administrative office. Duties percentages are as follows: Office Management: 30% Primary Timekeeper: 20% Medicine Service Liaison (Learning, Records, Travel): 20% Automated Data Processing Application Coordinator: 30% Office Management- Incumbent distributes all incoming and outgoing mail and provides administrative coverage to any or all sections. The incumbent assists coordinating all non-MD employees through HR and sections, as appropriate. This position also requires the highest standards of providing customer service both internally and externally. Maintains electronic appointment calendars, updates share point sites, coordinate meetings, records minutes, and schedules conferences. Primary Timekeeper- Incumbent performs all aspects of timekeeping for Medicine Service. Enters employee work tours, accurately and timely posts tours of duty, annual leave, sick leave. Tracks part time physicians that utilize Memos of Service Level Expectations. Responsible for creating nighttime and weekend coverage for the emergency room and hospital, and posting submitting cards for fee basis providers. Medicine Service Liaison (Learning, Records, Travel)- Incumbent arranges arranging and coordinates training activities as a learning administrator. He/she performs training support duties such as coordination, schedule, and acquisition of training and/or the maintenance of training records and files. Incumbent responds to a variety of inquiries regarding training activities such as questions on eligibility requirements, availability of space in classes and appropriate travel order/funding requires. Incumbent reviews training requests for completeness and eligibility; advises employees on the status of the training request and follows up with employees to ensure understanding of training requirements. Automated Data Processing Application Coordinator- Incumbent provides automated data processing clinical supplication advisement and support; enters computer access for all staff, contractors, unpaid workers, and occasionally learners. Assists all in signing onto computer, troubleshoots disuse and termination notices; updates phone book; edits signature blocks, person class codes. Work Schedule: Monday - Friday, 40 hours per week, schedule is negotiable
Virtual: This is not a virtual position.
Position Description/PD#: Secretary (Office Automation)/PD6176-O
Relocation/Recruitment Incentives: Not Authorized
Requirements
Conditions of Employment
Qualifications
To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 01/31/2020. 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-06 position, you must have served 52 weeks at the GS-05. 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-05 in the normal line of progression for the occupation in the organization. Specialized experience is experience that has equipped the applicant with the particular knowledge, skills, and abilities to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled. To be creditable, specialized experience must have been equivalent to at least the next lower grade level in the normal line of progression for the occupation in the organization. Examples of qualifying, specialized experience include providing technical and secretarial assistance to the appropriate staff as well as medical providers and others as requested in accordance with established policies; expertise in computer operation procedures, computer programs for typing correspondence, creating spreadsheets and graphs, maintaining an online calendar, creating mail-merge documents, and utilizing the network server. Other secretarial skills necessary to satisfactorily perform in the position include: proficiency in typing and records management; taking accurate and complete meeting minutes; auditing, collectin