Management Assistant

Management Assistant

The incumbent serves as a management assistant providing comprehensive administrative and management support to subspecialty section chiefs, the Administrative Officer, division leadership, and specialty programs. The position performs a wide range of administrative, human resources, fiscal, program management, consult management, scheduling, credentialing support, and operational coordination functions that support clinical operations, regulatory compliance, accreditation readiness, and continuity of patient care within a complex healthcare environment.

Major Duties:

• Functions as a contracting control point clerk and assists in the day-to-day management and monitoring of section service contracts.
• Serves as liaison regarding contract actions, procurement requirements, invoice processing, and contract performance issues.
• Determines entries required and performs accounting and coding functions in order to maintain FCP accounts for the division as part of invoice validation processes before certifying each invoice.
• Coordinates recruitment activities, including scheduling interviews, maintaining recruitment documentation, and assisting leadership throughout the selection process.
• Maintains records related to employee licensure, certification, credentialing, privileging, mandatory training, continuing education, and competency requirements.
• Maintains employee trifolds and personnel support files, ensuring required documentation is current, organized, and maintained in accordance with applicable Veterans Health Administration, Medical Center, privacy, and records management requirements.
• Performs budget administration support and resource management activities for Division or assigned sections.
• Coordinates acquisition of office supplies, equipment, furniture, and administrative services and assists leadership in monitoring resource utilization and budget expenditures.
• Resolves difficult concerns with a variety of types of vouchers or requests for supplies, equipment, and services.
• Provides administrative and management assistance/support to Division or assigned section(s), including coordinating meetings, conference calls, minutes, data gathering, report generation, memoranda, spreadsheets, presentations, and correspondence.
• Evaluates available data, identifies trends and recurring deficiencies, prepares reports and recommendations for leadership review, and assists in monitoring clinic access, operational performance, and compliance with established requirements.
• Updates and maintains schedules within VA electronic systems and scheduling platforms.

Work Schedule: Monday-Friday 8:00am-4:30pm

Telework: This position may be authorized for telework.

Virtual: This is not a virtual position.

Position Description/PD#: Management Assistant/ PD235340

Relocation/Recruitment Incentives: Not Authorized

Critical Skills Incentive (CSI): Not Authorized

Permanent Change of Station (PCS): Not Authorized

PCS Appraised Value Offer (AVO): Not Authorized