Executive Assistant

Job Title

Executive Assistant

Duties

The duties include analyzing staffing versus workload across all departments under the Associate Director to determine proper manning and recommend alignment based on budget, workload, span of control, and operational needs. Reviews departmental processes to identify productivity improvements and leads change management initiatives. Influences necessary staffing or process changes using data-driven recommendations. Oversees and guides implementation of departmental changes to achieve desired outcomes. Identifies when change management strategies must be adjusted or redirected. Conducts space planning with leadership, FMS, and Interior Design, anticipating short-, mid-, and long-term facility needs. Determines optimal space assignments to support efficient patient care and operational workflows. Addresses resistance to space changes by applying communication skills, knowledge, and experience. Reviews construction plans and timelines for major and minor projects, ensuring minimal disruption to healthcare delivery. Coordinates with Contracting Officers to resolve delays and enforce contractor accountability. Works with leadership to identify renovation and construction priorities for SCIP's 10-year facility planning. Ensures FMS submits required business cases and prioritization documentation. Oversees Environment of Care (EOC) deficiency tracking, ensuring timely entry, monitoring, and closure of issues across the medical center and CBOCs. Plans and manages projects on behalf of the Associate Director, ensuring deadlines are met and clinical, facilities, and administrative functions align. Studies organizational goals, identifies opportunities, and recommends solutions to system-wide operational problems. Operationalizes services from planning through implementation and evaluation, ensuring financial sustainability, regulatory compliance, and technology integration. Evaluates facility-wide programs for efficiency, productivity, and effectiveness. Motivates leaders and staff across diverse healthcare and support functions by applying broad organizational knowledge. Acts on behalf of the Associate Director during absences. Leads or participates in complex management studies affecting organizational structure, policies, processes, and fiscal control. Plans and oversees team studies, selecting appropriate qualitative and quantitative methodologies. Collects and analyzes data from various stakeholders, forming findings, conclusions, and recommendations. Presents results in written and oral formats to senior leadership. Provides budgetary and expenditure data support, ensuring healthcare delivery and operations remain within financial limitations. Advises on funding and personnel shortages, proposes adjustments, and identifies cost-saving opportunities. Conducts Fact-Finding investigations and Administrative Boards of Investigation for Erie VAMC, VISN facilities, and executive leadership. Gathers and evaluates evidence, prepares witness lists, conducts interviews, administers oaths, determines facts, and drafts comprehensive reports. Makes evidence-based recommendations to convening authorities. Reviews all contracts prior to submission to VA Central Office, ensuring alignment with healthcare delivery and operational needs. Communicates with contracting leadership to resolve issues, justify interventions, and address delays or anomalies.

Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level.

Work Schedule: 0730-1600/0800-1630 Monday - Friday

Telework: This position may be authorized for telework. Telework eligibility will be discussed during the interview process.

Virtual: This is not a virtual position.

Position Description/PD#: Executive Assistant/ PD066770

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