Summary The incumbent reports to the Administrative Officer in the Primary Care Division (PCD) and provides administrative support with VA Portland Healthcare System. The incumbent will work directly with nurse and clinic managers in PCD, providing staff assistance in administrative matters related to proficiencies, PACT teams support, data management, human resources, equipment and patient concerns. Responsibilities Major Duties: Acts as a liaison or handles the communication with persons and/or groups within and outside of the division. Researches and/or analyzes unstable or complex program issues. Plans and/or accomplishes special projects and programs. Administers programs concerning position management and human-resources utilization. Backup to Administrative Specialist (HR) for personnel and human resource items, Administrative Specialist (Contracting) for quality measurements and invoicing. Performs administrative program planning work, which includes management of an office's schedule or day-to-day plans. Planning will be for the administrative office as well as all the CBOC's within VAPORHCS. Develops plans or schedules using standard references and existing information. Identifies objectives based on understanding of program and overall priorities. Determines specific steps, input required, and/or meetings necessary. Identifies schedule and milestones; and estimates resources required. Acts as the division move committee representative to coordinate office moves. The employee will work closely with administrative leadership/nursing managers/clinical leaders to review and prepare data such as efficiency and productivity of CBOC's and offer analysis of what is needed to bridge the gaps. Application of systems redesign principles, such as shaping demand, increasing internal supply, contingency planning to assist Managers in identifying workflow efficiencies and improving access. The employee will be able to establish metrics based on these principles and prepare reports for presentation to division leadership as well as facility executives. Data sources will include Power BI, VSSC, data warehouse, eQM, decision support services, electronic health record, VISTA, local/national dashboards and more. Performs work related to developing and monitoring quality programs, plans, procedures, and methodologies; and/or analyzing quality initiatives and processes. Analyzes a wide range of processes with long-term goals and results. Makes use of basic and advanced quality tools to accomplish analysis. Trains and facilitates others in the use of quality tools and techniques. Provides guidance and facilitation skills to quality action teams and to managers. Guidance is designed to foster quality principles in all strata of the workforce. Work Schedule: Available tours vary between 7:00 am - 5:30 pm and will be discussed upon interview; Monday to Friday Compressed/Flexible: Not Authorized. Telework: 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. THIS IS NOT A VIRTUAL POSITION, YOU MUST LIVE WITHIN OR BE WILLING TO RELOCATE WITHIN A CUMMUTABLE DISTANCE OF THE DUTY LOCATION. Virtual: This is not a virtual position. Position Description/PD#: Administrative Specialist/PD217280 Relocation/Recruitment Incentives: Not Authorized. Critical Skills Incentive (CSI): Not Authorized. Permanent Change of Station (PCS): Not Authorized. 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 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. Qualifications To qualify for this position, applicants must meet time-in-grade, specialized experience and/or education requirements within 30 days of the closing date of this announcement, 01/24/2025. 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 within 30 days of the closing date of this announcement. For a GS-09 position you must have held the GS-7 or higher for at least a year. 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-07 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Update office documents, standard operating procedures, protocols, guidelines and related materials; nurse management such as tracking, development, completion, submission and maintenance of competency folders; draft and disseminate correspondence, technical reports, and efficiency and productivity analysis; develop and monitor quality programs, plans, procedures, and methodologies; and/or analyze quality initiatives and processes; review, maintain and update the division level SharePoint and acts as subject matter expert in development of SharePoint sites. Note: Experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hour worked per week. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have completed a master's or equivalent graduate degree or 2 full years of progressively higher-level graduate education leading to such a degree or LL.B of J.D., in a degree related directly to the position. Note: A transcript must be submitted with your application if you are basing all or part of your qualifications on education. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education in excess of the first year (18 semester hours). Note: A transcript must be submitted with your application if you are basing all or part of your qualifications on education. You will be rated on the following Competencies for this position: Administration and Management Data Management Planning and Evaluating 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. 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. Physical Requirements: The work is primarily sedentary, although some slight physical effort may be required. Work Environment: Work is typically performed in an adequately lighted and climate-controlled office. May require occasional travel. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/. Education A transcript must be submitted with your application if you are basing all or part of your qualifications on education. To determine if you meet this requirement, total your qualifying experience as a percentage of the year of specialized experience required at the GS-7 level. Then determine your education as a percentage of the education that meets the requirements for GS-7. Add the two percentages. The total percentage must equal at least 100 percent to qualify an applicant for GS-9. Only graduate education in excess of the amount required for the next lower grade level may be used to qualify applicants for positions at grades GS-9. 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/. Additional Information This job opportunity announcement may be used to fill additional vacancies. Pursuant to VHA Directive 1193.01, VHA health care personnel (HCP) are required to be fully vaccinated against COVID-19 subject to such accommodations as required by law (i.e., medical, religious or pregnancy). VHA HCPs do not include remote workers who only infrequently enter VHA locations. If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date. The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required accommodation from this requirement using the reasonable accommodation process. 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. 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.