Summary This position administratively reports to the Chief of Medicine Service having responsibility for planning, implementing, and evaluating patient care delivery services using collaborative strategies with others within the medical center. Has facility-wide consultation and treatment responsibilities and is also responsible for the education and training of medical center staff, training programs through an affiliation with East Tennessee State University (ETSU), and other services. Responsibilities Coordinates, administrative activities within Medicine Service under the direction and oversight of the Chief of Medicine. The administrative activities will be coordinated with other administrative services within the medical center. Researches and trouble shoots the Clinic Schedule to assure that no problems arise in coordination of clinic cancellations, reschedules or overbooking of patients. Creates and updates multiple brochures used in the clinic and program areas. Compiles and aggregates data for the Clinic Cancellation Report and Patient Satisfaction Tool on a monthly basis. lncumbent collects, records and assists Medicine service employees with reports including graphs and charts for quality information purposes from the programs represented in Medicine Service. Provides technical guidance to clerical staff assigned to Medicine Service including control point information, consult completion and encounter action required reports. Plans, develops, and executes a system for providing required reports. This includes recognition of recurring reporting needs, verification and validation of the information contained in reports, and timely response to special reporting requirements. The incumbent will maintain accurate up-to-date filing systems for quick retrieval of appropriate information from these reporting needs. Assists in facilitating office and workspace utilization; maintain schedules for all group rooms and there utilization. Collects statistical data for workload purposes, V1 SNN ACO Performance Measures and informational purposes. Participates in special audits and surveys for the medical center. Assists in the management of the service budget, monitor VA-appropriated funds for the service to ensure compliance with fiscal management guidelines, and accepted accounting practices. Incumbent will function as a control point clerk for all Medicine service control points. Coordinates with staff and Medicine Service Administrative Officer anticipated needs and justifications for additional equipment, maintains list of equipment needs and priorities; and submits completed requests when approved by Chief of Medicine. Coordinates the acquisition of all supplies, equipment and services to include coordination of requirements for contracts with Medicine Service Administrative Officer. The incumbent reviews all requests for equipment, supplies, and services for the Chief of Medicine Service approval. Incumbent oversees the maintenance of accurate records, which state the location and condition of inventory items. Serves as the service backup timekeeper, reviewing all requests for leave, ensuring clinical/clerical coverage has been coordinated with supervisors or program coordinators and keeping the Chief of Medicine and the Medicine Service Administrative Officer. Serves as an alternate Net Learning administrator, for the service. Participates in the preparation and continued monitoring of the Services' compliance with JCAHO, CARP, VISN Performance Measures and Monitors, External Peer Review process. Coordinates the annual review and continuous updating of medical center memoranda originating in Medicine Service. Develops and coordinates the collection of relevant statistical and informational reports for the Chief of Medicine and Medicine Service Administrative Officer. Work Schedule: Monday-Friday 7:30am-4:00pm Virtual: This is not a virtual position. Position Description/PD#: Administrative Support Assistant (OA)/PD600010 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not approved Permanent Change of Station (PCS): Not Authorized Requirements Conditions of Employment 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. Selective Service Registration is required for males born after 12/31/1959 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 dentification 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) 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. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 04/28/2026. 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-07 position you must have served 52 weeks at the GS-06. 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 as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-06 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Working in a hospital or medical setting assisting staff and visitors; Utilizing office automation software to prepare, edit reports, letters, graphics, spreadsheets, etc.; Managing medical, training, and budget files; office supplies and equipment; Analyzing and entering statistical information into electronic databases; Managing calendars and training requirements for medical staff; Preparing travel requests; Managing fund control points in a hospital or medical center, and which has equipped the applicant with the specific knowledge, skills, and abilities to successfully perform the duties as described in this announcement. 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 There is no educational substitution at this grade level. 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 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. Reasonable Accommodation (RA) Requests: If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application. Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case-by-case basis. If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision. You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments if you received the link after the close of the announcement. To determine if you need a RA, please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments. This job opportunity announcement may be used to fill additional vacancies. 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 qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/.
