Management Assistant (Analysis)

Duties may include but are not limited to:

• This position provides key day to day support of the Medicine Service to include clerical duties such as meeting minutes mailings faxing reception in addition to many more advanced responsibilities such as timekeeping purchasing clinical and research data collection at multiple sites equipment management Assistant Automated Data Processing Application Coordinator (ADPAC) duties support of Human Resource (HR) and Medical Staff Office (MSO) processes and interfacing with our patients by phone and face to addition Medicine Service has both professional as well as managerial/financial responsibilities;
• Administrative duties include the upkeep of administrative continuity books memorandums service line agreements and service policies preparation of clinic activations changes deactivations and routing of clinic cancellation forms. Ensure updates to emergency cascade rosters and the emergency and safety plans and attend associated meetings. Assist with evaluation and maintenance related to environment of care requirements. Collect submit and update clinical on-call rosters in a timely manner.;
• Among the primary duties is to perform the routine procedural or standard assignments that support management/program functions. The incumbent will perform many different kinds and combinations of work at different organizational levels. Works independently to control and maintain office and/or information systems such as forms records mail distribution directives or publications and management systems. The incumbent will apply policies and procedures to assist physicians nursing staff technicians and other personnel in understanding and using the systems;
• The Management Assistant will perform work related to the purchasing processing distribution collection and inventory of supplies and equipment as well as the processing and maintenance of Medicine Service Equipment Inventory Lists (EIL). Creates models for organizational charts and understand the principles of management in order to perform work required by the Service Chief Administrative Officer and the Supervisory Management Analyst. Assists professional staff and handles administrative functions for the office. Assists with Federal travel process and serves as an alternate preparer for the web based travel system. Also serves as coordinator for all travel arrangements of full-time physicians part-time physicians Title 5 staff and Title Hybrid 38 staff. Determines per diem costs and obtains airfare information to ensure all travel forms memos and funding requests are submitted accurately and in a timely manner. Upon return ensures claim forms are accurately submitted for reimbursement of all expenses.
• Searches historical files for readily available background information such as recent staff or functional changes organizational charts mission and function statements and position descriptions. Verifies that position descriptions and functional statements are appropriate and updated with respect to title and grade and verifies codes and symbols are correct. Verifies and corrects discrepancies with HR and Fiscal Service memos and other documentation;
• The incumbent applies clerical and technical procedures methods and techniques in the collection compilation and/or tracking of data and statistical information in support of an organizations program operations involving direct patient care disease management equipment oversite and workforce management. Works independently to organize office procedures by identifying required resources and devising actions to improve and meet the goals and objectives of the Medicine Service such as records directives mail or forms management systems;
• Incumbent will track all credentialing background investigations and HR actions including timekeeping tour of duty & fee basis memos staff in-processing/out-processing and the annual appraisal addition they will assist with MSO and Section Chiefs and supervisors in the credentialing processes to include routing and uploading the Ongoing Professional Practice Evaluation/Focused Professional Practice Evaluation (FPPE) documents assisting with the clinical chart review process and submission and routing of specific documentation in order to complete privileging and re-privileging packets for physicians. Incumbent submits HR actions in the Website Based Human Resources System for leadership review and approval;
• Other duties as assigned.

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
• 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.
• 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 ( Effective May 7 2025 drivers 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)

• 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.

Qualifications

To qualify for this position applicants must meet all requirements by the closing date of this announcement 02/09/2026.

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-6 position you must have served 52 weeks at the GS-5. 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 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-5 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include but are not limited to: knowledge of management principles and processes as well as the ability to analyze and evaluate methods and techniques; knowledge of the basic skills and understanding of the methods and techniques of management analysis and/or program analysis; extensive knowledge of medical management practices and/or medical programs guidelines regulations and precedents; and ability to apply basic data gathering methods such as collecting various types of factual information from an array of computer programs reports and documents as well as the ability to analyze such information; ability to analyze financial reports.

Required Experience:

Junior IC