Management Assistant

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.