Executive Assistant

Veterans Health Administration • Philadelphia, PA

8d • Onsite

About The Position

The Executive Assistant serves the Associate Director of Patient Care Services at the Corporal Michael J. Crescenz VA Medical Center, providing expert administrative and analytical support to health care management officials. The position is organizationally located in the Medical Center and reports to the Office of the Associate Director of Patient Care Services. With minimal direction from the Executive Leader, the incumbent leads administrative work for Patient Care Services and supports the Executive Office, service-line managers and staff, and other Medical Center management officials.

The role analyzes, evaluates, and coordinates health care delivery systems and daily clinical operations; prepares reports and recommendations; and develops practical solutions through short- and long-range planning. It manages Patient Care Services facility space plans, supports policy and procedure development, translates VHA and VISN policy into Medical Center policy, and assesses proposed program, policy, and organizational changes. The incumbent also evaluates program and operational effectiveness, supports recruitment coordination, and serves as a liaison with groups inside and outside the Medical Center and VISN.

The position requires broad knowledge of hospital administration, planning, safety regulations, environment-of-care matters, VA rules and regulations, and external accreditation requirements. It also involves work related to position descriptions, performance standards, administrative actions, performance improvement plans, and control point management. Promotion to the full performance level may be possible without further competition when regulatory, qualification, and performance requirements are met; selection at a lower grade does not guarantee promotion.

Requirements

• One year of specialized experience equivalent to at least the GS-11 grade level, including experience in health care service administration and continuous quality improvement.
• Experience monitoring and managing incoming actions and requests from receipt through completion and closeout.
• Experience working with senior management to implement and evaluate policies, plans, and internal operational systems, including correspondence management, information tracking, and communication flows.
• Experience conducting analytical studies of operational processes, issues, or special projects.
• Experience developing position papers and decision documents on complex and sensitive issues.
• Experience supporting development of long- and short-range organizational policies and plans and coordinating medical administration needs.
• Experience coordinating senior-level activities, managing projects, workload and resources, planning meetings, and preparing reports, briefing materials, white papers, and correspondence.
• Experience providing expert advice and guidance and serving as a liaison to people and groups outside a Medical Center.
• Experience managing or preparing communications on behalf of a Medical Center.
• Experience developing life-cycle or other cost analyses, conducting cost-benefit or economic evaluations, or managing a cost-effective VA Medical Center program.
• For current or former Federal employees subject to time-in-grade rules: 52 weeks at GS-11 for a GS-12 position; supporting SF-50 documentation is required.
• Must be a U.S. citizen.
• Must complete the required application, questionnaire, and online assessment.
• Males born after December 31, 1959, must be registered with Selective Service.
• Must complete a background/security investigation and online onboarding requirements.
• Must participate in the seasonal influenza vaccination program as a Department of Veterans Affairs Health Care Personnel employee.
• Must serve a one-year probationary period or two-year trial period, as applicable.
• Education cannot substitute for specialized experience at this grade level.

Responsibilities

• Provide administrative leadership and support for Patient Care Services and the Associate Director's Executive Office, service-line managers and staff, and other Medical Center management officials.
• Analyze, evaluate, advise on, and coordinate health care delivery systems, daily clinical operations, and other areas assigned to the Executive Leader.
• Prepare reports, presentations, recommendations, and other materials concerning program planning, evaluation, and operational matters.
• Manage long- and short-range Patient Care Services facility space plans to meet the needs of Veterans and staff.
• Develop management improvement programs and revised policy and procedure requirements for administrative and clinical management systems.
• Formulate practical recommendations and plans to address deficiencies or improve administrative and clinical practices.
• Assist in developing information for policies, procedures, programs, education, research, and special requirements.
• Interpret VHA and VISN policy and translate it into Medical Center policy.
• Review proposed programmatic and policy changes involving service lines and evaluate program functionality and other relevant aspects.
• Evaluate program and operational efficiency and effectiveness against established goals, objectives, and short- and long-range agency objectives.
• Act as a liaison and manage communications with individuals and groups within and outside the Medical Center and VISN.
• Coordinate and track staff recruitment efforts for services under the Executive Leader.
• Review proposed organizational changes involving the establishment, consolidation, transfer, or regrouping of functions.
• Apply knowledge of hospital administration, planning, safety regulations, environment of care, VA requirements, and accreditation rules to formulate recommendations and complete work.
• Perform work related to position descriptions, performance standards, administrative actions, performance improvement plans, and control point management.

Benefits

• The federal government provides a comprehensive benefits package for employees and their families; specific benefit eligibility depends on position type.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: No Education Listed