Administrative Assistant Job in Pittsburgh, PA

Vacancy No. CBSZ-12625654-25-NB Department Veterans Health Administration
Salary $50,687.00 to $65,894.00 Grade 7 to 7
Perm/Temp Permanent FT/PT Full-time
Open Date 11/27/2024 Close Date 12/5/2024
Job Link Apply Online Who may apply Public
Locations:
Pittsburgh, PA


Summary

This position is located in the Critical Care Service Line (CCSL) under the direct supervision of the Business Manager. Applicant MUST BE WITHIN commuting distance to the Pittsburgh VA Medical Center. The Administrative Assistant is responsible for admin functions that include completion of required actions to in-process the Fellows, fourth year Medical Students, and Service Line new employees. The CCSL includes three intensive care units, a stepdown and three respiratory therapy work units.

This job is open to

Clarification from the agency

ALL US CITIZENS DIRECT HIRE AUTHORITY: This position is being filled using Direct-Hire Authority (5 CFR 337.201) for this occupation.

Duties

Performs work in support of purchasing supplies and equipment for the CCSL as the Control Point Clerk researching products in GSA, scheduling demonstrations and meetings for vendors, entering 2237 requests, and contacting vendors for quotes.
- Prepares, executes, and/or tracks program specific information, such as official records, action items, performance measures, personnel actions, status of mandatory training, and training and travel requests.
- Performs work involving the collection, compilation, and/or tracking of data and statistical information in support of fellowship and student rotations within the CCSL. This data is compiled daily in some instances, while other requirements are monthly. Several areas which require such collection and tracking include Without Compensation (WOC) applications, Talent Management System (TMS) mandatory trainings and modules, attendance at conferences, and Electronic Permission Access System (EPAS) system requests.
- Monitors nursing license expirations and proficiencies; notifies RN and Nurse Manager; collects new license/sends copy to Human Resources and updates database.
- Receives all incoming mail and correspondence, while independently determining the proper action needed, appropriate routing, and necessary coordination with other services. When appropriate, prepares a response before referring to the Vice President, Business Manager, or Associate Chief Nurse. Maintains confidentiality in both behavior and in the procedure by which communication is facilitated.
- Collaboration is required with several entities such as university affiliate fellowship coordinators: VAPHS education department as well as the fellows, and students themselves.
- Maintains orientation, staff training, serves as TMS administrator, assists personnel in requesting travel and training for external training requirements. - Practical knowledge of applicable operations, procedures, programs, policies, and regulations.
- Gather's data/information and prepares written reports. The written reports are given to the Chief of Critical Care, as well as shared with the Education Department at VAPHS.
- Thorough knowledge of graduate medical training programs and the associated human resources requirements, as well as compliance standards for the Resident Coordinator position.
- The liaison for incoming Critical Care fellows and medical students and is the primary contact person for this position. They track all fellow/student evaluations and intervenes to ensure timely completion. Maintains effective relationships with the UPMC CCM Office of Education GME Academic Manager and GME Department Manager.
- Knowledge of the clerical and administrative practices for the Resident Coordinator position.
- Identifies process issues in relationship to fellows, and students doing a rotation in the CCSL and recommends improvements in these processes when needed. The process issues can be discovered in daily contact with the fellows and students, or with the Education department of VAPHS as well as the university affiliates. Incumbent oversees established mechanisms regarding training and orientation of Critical Care Fellows.
- Knowledge of specialized medical terminology to understand and communicate with professional and clinical staff.
- Performs library research functions, including file or database searches to extract, summarize, and compile required information.
- Coordination with Human Resources (HR), Education, and the incoming fellows/students is required to assure appropriate personnel paperwork is distributed and collected on each fellow and medical student prior to arrival and updated on an annual basis.
- serves as the primary timekeeper for time and attendance for CCSL Administrative personnel.

Work Schedule: Monday- Friday 8:00am- 4:30pm
Position Description Title/PD#: Administrative Assistant/PD023360

Requirements

Conditions of Employment

  • You must be a U.S. citizen to apply for this job
  • Subject to a background/suitability investigation
  • May serve a probationary period
  • Selective Service Registration is required for males born after 12/31/1959
  • A complete application package; Resume, Transcripts, etc.
  • Selected applicants will be required to complete an online onboarding process

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement.

GS-07 grade level: One year of specialized experience (equivalent to the GS-06 grade level in the federal service); experience that equipped the applicant with the particular knowledge, skills and abilities (KSA's) and other characteristics to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled, in the normal line of progression for the occupation in the organization. Specialized experience includes: Knowledge of the broad range of Resident Coordinator, Graduate Medical Training Programs, associated Human Resources requirements, and administrative services at the medical center to plan, to implement, carryout and advise on various activities relative to quality management and improvement. Coordinating and monitoring the functions of administration services within an office; managing duties, priorities, commitments, policies, and program goals of the staff sufficient to perform non-routine assignments, and ability to recognize which information is or is not relevant to the problem at hand. Effectively communicate both verbally and in writing. Act as the Records Management Liaison to include annual TMS training, familiarization with Records Control Schedule 10-1, file plan maintenance. Knowledge and skills required to handle complex information and process it through the correct application.

There is no educational substitution for the GS-07 level.

Your resume must include a clear and detailed narrative description, in your own words, of how you meet the required specialized experience. Experience statements copied from a position description, vacancy announcement or other reference material constitutes plagiarism and may result in disqualification and losing consideration for the job. Please spell out all acronyms!

Additionally, your resume must include the following information for each job listed: Job title Duties (be as detailed as possible) Month & year start/end dates (e.g. June 2019 to April 2020) Full-time or part-time status (include hours worked per week) Series and Grade, if applicable, for all Federal positions you have held. Failure to provide in this format may lead to being rated ineligible.

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.

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.

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.

Additional information

Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's 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.

A 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.

Participation in the seasonal influenza program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP). It is a requirement that all HCP to receive annual seasonal influenza vaccination or obtain an exemption for medical or religious reasons. Wearing a face mask is required when an exemption to the influenza vaccination has been granted. HCP in violation of this directive may face disciplinary action up to and including removal from federal service. HCP are individuals who, during the influenza season, work in VHA locations or who come into contact with VA patients or other HCP as part of their duties. VHA locations include, but are not limited to, VA hospitals and associated clinics, community living centers (CLCs), community-based outpatient clinics (CBOCs), domiciliary units, Vet centers and VA-leased medical facilities. HCP include all VA licensed and unlicensed, clinical and administrative, remote and onsite, paid and without compensation, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, researchers, volunteers and health professions trainees (HPTs) who are expected to perform any or all of their work at these facilities. HPTs may be paid or unpaid and include residents, interns, fellows and students. HCP also includes VHA personnel providing home-based care to Veterans and drivers and other personnel whose duties put them in contact with patients outside VA medical facilities.

The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be well-qualified, applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors if applicable, and must be proficient in most of the requirements of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website which can be found at https://www.opm.gov/.

Receiving Service Credit for 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. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. 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.

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.

Benefits

A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.

Review our benefits

Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.

How You Will Be Evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Applicants will be referred in the order in which they were received.

Required Documents

Documents Accepted:

  • Cover Letter
  • DD-214/ Statement of Service
  • Disability Letter (Schedule A)
  • Disability Letter (VA)
  • License
  • Other (1)
  • Performance Appraisal
  • Professional Certification
  • Resume
  • Separation Notice (RIF)
  • SF-15
  • SF-50/ Notification of Personnel Action
  • Transcript

Documents Required:
  • Resume

Please review the above list(s) to ensure you have included all necessary documents required for your application.Not every applicant will require the same documents, therefore it is the applicants responsibility to ensure that their application package includes all necessary documents to determine qualifications and eligibility for appointment, such as a copy of your SF-50, transcript, ICTAP/CTAP documentation (for displaced Federal employees).You will not be contacted for additional information. Applicants will be deemed ineligible if supporting documentation is not submitted.

Veterans' Preference: Since the Direct-Hire Recruitment Authority is being used, traditional Veterans' Preference rules do not apply. Qualified veterans will, however, be given full consideration for this position.

Applications are accepted online. Applying online will allow you to review and track the status of your application.

How to Apply

All applicants are encouraged to apply online.

To apply for this position, you must complete the occupational questionnaire and submit the documentation specified in the Required Documents section. The complete application package must be submitted by 11:59 PM (EST) on 12/05/2024 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/12625654.

1. To begin, click Apply Online to create a USAJOBS account or log in to your existing account. Follow the prompts to select your USAJOBS resume and/or other supporting documents and complete the occupational questionnaire.

2. Click Submit My Answers to submit your application package.

NOTE: It is your responsibility to ensure your responses and appropriate documentation is submitted prior to the closing date. To verify your application is complete, log into your USAJOBS account, https://my.usajobs.gov/Account/Login, select the Application Status link and then select the More Information link for this position. The Details page will display the status of your application, the documentation received and processed, and any correspondence the agency has sent related to this application. Your uploaded documents may take several hours to clear the virus scan process.

To return to an incomplete application, log into your USAJOBS account and click Update Application in the vacancy announcement. You must re-select your resume and/or other documents from your USAJOBS account or your application will be incomplete.

Agency contact information

Nicole Bender
Address
Pittsburgh VA Medical Center
1010 Delafield Road
Pittsburgh, PA 15215
US
Learn more about this agency

Next steps

After the vacancy announcement closes, applicants are evaluated to ensure qualification and eligibility requirements are met. After the review is complete, a referral certificate(s) is issued and applicants will be notified of their status by email.


Note: We cannot accept applications on behalf of Federal Agencies. Application instructions are listed within the Job Description.