Management Assistant (Analysis)

Full Job Description

The Primary Purpose of the Position is to serve in the capacity as a Management Assistant to the Chief of Medicine Service, the Administrative Officer, and Supervisory Management Analyst and support the day to day operations of their assigned section(s) as well as the Medicine Service in general.

The Organizational Location of the Position is Medicine Service, South Texas Veterans Health Care System (STVHCS), San Antonio, TX.

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 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 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.

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: The work is mainly sedentary. Typically, the employee sits comfortably to do the work.

However, there is also daily walking, standing, bending, carrying of light items such as papers, books and small objects.

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:

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 face.

In 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 organization's 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 process.

In 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.

Work Schedule: Monday - Friday, 7:30am-4:00pm 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#: Management Assistant (Analysis)/PD03690A Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized