Management Assistant

Full Job Description

The Phoenix VA Health Care System is recruiting for one (1) Management Assistant in the Quality and Patient Safety service.

The primary purpose of the Management Assistant is to provide administrative support, communication, and coordination for the Chief of QPS and the programs under QPS purview.

The incumbent provides leadership and guidance throughout the facility by overseeing the health care systems policies and documents.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 02/15/2026.

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-7 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 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 and/or education as described below: The well-qualified candidate will have demonstrated experience with Microsoft Office products (Word, Excel, Outlook, PowerPoint, SharePoint, and Teams) and will provide examples of ability to manage and organize information.

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.

Specialized experience includes performing a wide variety of clerical and administrative support duties: Responsible for systematically ensuring the control and life cycle of policies and procedures that are created and developed throughout the facility.

Assists in the coordination, development and submission of policy documents supporting a multi-disciplined operationalization.

Assists in the development of audit plans for assigned segments and modifies the plan as appropriate.

Keeps the supervisor informed of progress and potentially controversial matters that could impact the audit. Assigned to a variety of special projects.

These special project assignments require the use and development of specific tracking and measurement tools.

Collects, organizes, and maintains organizational files necessary for inspection readiness by The Joint Commission (TJC) and Commission on Accreditation of Rehabilitation Facilities (CARF) to maintain QSI's input towards continuing accreditation.

Collects, organizes and maintains necessary data and records to present to the Office of Inspector General (OIG) maintaining records and databases collecting and analyzing data and information utilizing computer software such as Microsoft to compose correspondence and create spreadsheets, reports, charts and/or graphs.

Education: None required for GS 7 Typing Proficiency: This position requires the skills of a qualified typist.

In addition to meeting the experience requirements, you must be able to type at least 40 words per minute.

You will be rated on the following Competencies for this position: Attention to Detail Clerical Manages and Organizes Information Technology Application Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social).

Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment.

You will receive credit for all qualifying experience, including volunteer experience. Note: A full year of work is considered to be 35-40 hours of work per week.

Part-time experience will be credited on the basis of time actually spent in appropriate activities.

Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment.

Physical Requirements: Be able to perform duties in an office setting requiring sitting, walking, bending, and carrying light items such as books and papers, however, much of the work is sedentary.

Considerable reading and writing is required.

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/.

Major Duties:

The primary purpose of the Management Assistant is to provide management support, communication, and coordination, and improve the efficiency, effectiveness, productivity functions, and practices within the Quality Patient Safety Service.

Provide administrative support, communication, and coordination for the Chief of QPS and other QPS staff.

The incumbent collects, organizes, and maintains organizational files necessary for inspection readiness by accreditation and oversight entities.

Participates in maintaining appropriate electronic tracking devices (spreadsheets/databases) for departmental taskings.

Responsible for understanding and serving as the back-up for the assignment of tort claims, AIB cases, and protected peer review cases to assure confidentiality and consistent filing.

Independently prepare major executive committee agendas, transcribe, edit, and distribute minutes and coordinate meetings.

Incumbent is the department-level Automated Data Processing Application Coordinator (ADPAC). The incumbent is the QPS Talent Management System administrator. The incumbent is the QPS Web page author.

The incumbent serves as a timekeeper for the QPS staff and back-up timekeeper for the Office of the Director and Chief of Staff.

Assists QSI staff to submit education and travel requests The incumbent works under the administrative supervision of the QPS Program Manager to maintain the PVAHCS policy program.

Work Schedule: Monday to Friday, 7:00 am to 3:30 pm Telework: Authorized on an Ad-Hoc basis. Virtual: This is not a virtual position.

Position Description/PD#: Management Assistant/PD14439O Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required