Summary
The position is located at the VA Salt Lake City Health Care System (VASLCHCS) Department of Veterans Affairs in the office of Health Administration Service, an administrative service that supports many clinical functions. The primary purpose is to provide special projects, management and program support to the Chief, Health Administration Service, as well as other management officials. The incumbent provides a high level of administrative support to HAS, upper management and clinical services.
Duties
Duties Include but are not limited to: Assist the Administrative Officer, helping to operationally manage all the administrative functions of each element of the department. Receives and screens incoming physical mail and determines whether to handle independently or to refer to the Chief or other members of HAS. Independently determine responses to complex administrative matters and draft correspondence on behalf of leadership, including responses addressing multiple program areas, compliance issues, and policy interpretations. Responsible for determining the priority of administrative office tasks and ensuring the most urgent work is accomplished first and suspense dates are met from HAS managers. Assists the AO with the responsibility for ensuring that hiring of new staff is completed within a timely manner. This includes tracking potential staff throughout the hiring process and working closely with Human Resource staff to submit all required documentation. Independently oversee complex and specialized recruitment processes for HAS staff, applying advanced knowledge of VA hiring policies and regulations. Serves as timekeeper for assigned sections. Trains all alternate timekeepers. Maintains time and attendance for assigned sections and serves as one of the primary points of contact for payroll processing. As the HAS Service Records Management Liaison, the incumbent maintains the records management system, to include filing and organizing in accordance with Records Control Schedule. The incumbent would not only maintain and organize records in accordance with the Records Control Schedule, but they would also be responsible for analyzing the effectiveness of the service's records management practices and developing systems improvements (such as databases or digital tracking tools) to monitor the status, location, and retention of all federal records. Serves as the PIV sponsor for the service. Ensuring coordination of PIV renewals for existing staff and issuance for new staff is carried out timely. Helps the Administrative Officer coordinate preparation for Service-based Joint Commission inspections, Office of the Inspector General (OIG) inspections, and VA System-Wide Ongoing Assessment site visits. Will be one of the contract Officer Representatives (COR) for the service; with COR 1 certification required for the position. They assist the Administrative Officer who serves as the principal Contracting Officer Representative (they are COR II certified) for all service contracts. Assumes responsibility to independently analyze resource needs, forecast requirements based on program goals and data, and lead initiatives to optimize the allocation and utilization of resources (such as staffing, equipment, and funding) necessary to accomplish the highly scrutinized and critical outcomes of the service. Assist the AO to ensure that process improvement projects are coordinated appropriately and that best practice results from pilots are implemented as widely as possible to assist not only the service but the healthcare system. Other duties as assigned. Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level. Work Schedule: Monday-Friday, 8:00 - 4:30pm Telework: This position may be authorized for ad-hoc telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Program Specialist/PD148730 and PD148740
Requirements
You must be a U.S. Citizen to apply for this job To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job. Physical Requirements: The work required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment. A pre-placement physical examination is not required. This is primarily a sedentary position, but the work requires some walking, bending, stooping and carrying of light objects such as manuals, documents, etc. Concentration and sustained performance under prolonged stress is required because of the time factors involved in completion of work assignments within deadlines. Subject to background/security investigation Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued identification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment. Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) Most recent SF-50 if you are a current or former Federal employee - the SF-50 must be effective the first pay period of the current year or later. As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider: your performance and conduct; the needs and interests of the agency; whether your continued employment would advance organizational goals of the agency or the Government; and whether your continued employment would advance the efficiency of the Federal service. Upon completion of your probationary period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.
Education
A transcript must be submitted with your application if you are basing all or part of your qualifications on 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. For further information, visit: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.
How you will be evaluated
Your qualifications will be evaluated based on your application materials (e.g., resume, supporting documents), your responses on the application questionnaire, and your responses to all assessments required for this position. You will be assessed on the following Competencies for this position: Attention to Detail Customer Service Decision Making Flexibility Integrity/Honesty Interpersonal Skills Learning Reading Comprehension Reasoning Self-Management Stress Tolerance Teamwork Your experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week. 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. IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Overstating your qualifications and/or experience in your application materials or application questionnaire may result in your removal from consideration. Cheating on the online assessment may also result in your removal from consideration. 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. During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions.