Management Assistant (Policy and Publications Manager)

Full Job Description

The incumbent provides leadership and guidance throughout the facility by overseeing the health care system's policies, Standard Operating Procedures (SOPs), and documents including governing charters.

The incumbent is responsible for administering, analyzing, and performing work involved in establishing, disseminating, and managing STVHCS policy and governance within the VA, VHA, and sharing National and VISN-level directives and policies with the station personnel.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 04/06/2026.

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-6. 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-6 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 and skill in applying qualitative and quantitative techniques for analyzing and measuring the effectiveness, efficiency, and productivity of administrative and technical programs; knowledge in conducting studies, analyzing findings and making recommendations on substantive operating programs; knowledge of leadership techniques and skills; ability to independently research and manage policy development process; ability to independently research and manage policy development process, providing guidance and expert level knowledge of operations in the construction of policies, SOPs, and governance structure and documents; and ability to research and cross reference and interpret multiple regulatory information to synthesize information in local policy.

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/.

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.

Preferred Experience: Technical & Systems Skills - Basic SharePoint proficiency, including document libraries, version control, and content management.

- Working knowledge of Microsoft Office tools-particularly Word (policy drafting), Excel (data tracking), and Teams/Outlook for collaboration.

Policy Development Exposure - Experience drafting, reviewing, editing, or updating policies, SOPs, or workflow documents.

- Understanding of policy formatting requirements, approval workflows, and publication processes.

Regulatory & Accreditation Awareness - Familiarity with regulatory or accreditation standards (e.g., Joint Commission, VHA directives, CMS requirements).

- Exposure to compliance-related documentation, audits, or readiness activities.

Communication & Stakeholder Engagement - Experience communicating with internal stakeholders-clinical, administrative, or leadership.

- Ability to gather feedback, route documents for review, and maintain clear communication channels.

Project Coordination Skills - Assisting with project planning, scheduling, documentation, and tracking deliverables.

- Supporting cross-functional meetings through note-taking, follow-up actions, or file organization.

Customer-Service Friendly Approach - Demonstrates courtesy, responsiveness, and professionalism in all interactions-traits emphasized across VA customer-service expectations, such as listening effectively, resolving concerns promptly, and going beyond basic requests to be helpful.

- Experience supporting internal or external customers with patience, clarity, and service-oriented problem solving (skills also reflected in staff feedback and service expectations).

- Customer-service related competencies are also recognized as valuable organizational skills within VA role. Physical Requirements: There are no unusual physical demands.

Sitting, standing, listening, talking, working at a computer, and on the phone are the primary activities.

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: Policy Program Development and Management (50%) The incumbent manages the SOUTH TEXAS VETERANS HEALTH CARE SYSTEM (STVHCS) policy and standard operating procedures (SOP) program and governance documents in accordance with VA, VHA, and VISN 17 policy, National Archives and Records Administration (NARA) and other applicable federal laws and regulations; The incumbent is responsible for systematically ensuring the control and life cycle of Policies and Procedures that are created and developed throughout the facility; The incumbent is considered the technical advisor and subject matter expert as relates to all aspects of policy management throughout STVHCS and provides expert consultative advice and guidance to senior leaders and management concerning organizational policies and governance structure; Incumbent studies the structure and/or functions of client organizations with interrelated work processes, functions, and relationships to resolve complicated substantive problems affecting major programs and requirements; The policy coordinator must apply problem-solving skills with the ability to communicate-both orally and in writing; Contributes timely input in the in the coordination, writing, development, and submission of policy documents supporting a multi-disciplined operationalization; Implements, manages, and evaluates the policy, SOP, and governance programs in the facility by distributing information; preparing facility-specific policy guidance; developing and posting facility website content regarding these programs; reviewing facility processes and workflow to ensure information is appropriately safeguarded, used, and disclosed; and assessing the facility policy posture through periodic evaluation of the facility's collection, use, storage and maintenance of SOPs and policies; Develop facility-specific policy, SOP, and governance training materials, as needed, and provide training within the facility to staff, employees, students, contractors, and volunteers; Keep abreast of recent developments in the field of disclosure, including recent court and department decisions, current legislative resolutions, or problems encountered within the policy and SOP program; Publications Management 25% The Management and Program Assistant (Policy and Publications Manager) electronically manages all aspects of coordination, receipt, tracking, revision, and updating of all regulations, manuals, and directives from VACO, Networks or VBA and external agencies, ensuring proper distribution, coordination, and signature for the Office of the Director, or pertinent Services throughout the entire STVHCS; Electronically coordinates all distribution (via DHCP or PC network as applicable), revisions, updates and concurrence for maintaining STVHCS policies.

Maintains and updates electronic policy indices for all STVHCS users through use of and management of the Share Point publication directory; Prompts timely maintenance and updates of policies with appropriate due dates to user Services.

Defines automation process for developing and coordinating policies and advising all STVHCS users on its use.

Develops and conducts ongoing structured training classes for users and provides ongoing consultation throughout the STVHCS on all aspects of automated publications and directives; Provides input to improve workflow processes to Office of QPS regarding all aspects of managing administrative records, publications, policies, centralized directives, forms management and application of automated systems; OQPS Administrative Support (25%) The incumbent is an integral part of the QPS team and will reinforce and ensure all aspects of the Administration of OQPS are maintained including, but not limited to, timekeeping, accreditation survey preparation, reporting, action plan development, maintaining the QPS SharePoint, scheduling meetings, and ensuring QPS processes are kept up to date; The incumbent will analyze and evaluate information and possess working knowledge related to principles, concepts, and practices applicable to QQPS administrative work; The incumbent will be responsible for ordering forms and publications to support program operations; Performs additional 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 (Policy and Publications Manager)/PD00814O Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized