Staff Assistant

Richmond, Virginia
Nov 24, 2021
Nov 27, 2021
Full Time

Staffing Administrative duties 50%

Incumbent is actively involved with in the recruiting of physician staff. Incumbent composes ads for recruitment purposes and for US Department of Labor regulations requirements to obtain the Immigration Visa; and send to Human Resources personnel to publish in national medical and technical journals, newspapers, and VAMC's nationwide. The incumbent plans all visits by physicians being considered for positions in the Medical Service, to include logistical matters (accommodations, travel and transportation, financial reimbursement, etc), and together with the Section Chief, drafts interview schedules and then coordinate a final schedule by personally contacting all persons on the agenda and arranging their participation in the interview process. Publishes and distribute the schedules along with the Curricula Vitae and evaluation forms. May work with the Medical Center Education Committee and/or Fiscal Service to finance educational presentations by visiting scholar/candidates. Coordinates visits by candidates with the appropriate division of the Department of Medicine at the Virginia Commonwealth Health Systems Medical College of Virginia where faculty appointments are likely. The bi-annual renewal process of the foreign medical graduates requires obtaining approvals of waivers of 2-Year Home Residence requirements of the United States Exchange Visitors Program for applicants for physician positions. The incumbent develops eligibility package for requesting approval by the Veterans Affairs Central Office to petition the United States State Department for support of a waiver by the United States Immigration and Naturalization Service (USICS). During the waiver process the incumbent advises applicants and their attorney on VA policy and regulations to petition the 2-year waiver. The incumbent obtains the required documents, compose waiver support letter and insure that all required documents for the packet are in the format required by VA policy to be presented to the Director for approval. The packet is then forwarded and approved by the VISN Director and sequentially forwarded to Kansas for review and approval. Any recommendations or corrections from Kansas are completed before packets are forwarded to VA Central Office. The incumbent then works with VACO to insure waiver packet is forwarded on to the US State Department for initial approval and final approval by the United States Immigration Services. Incumbent works with State Employment Offices, the Department of Labor Alien Labor Certification Program, individual applicants, their immigration attorneys and the US Immigration and Naturalization Service in order to obtain the immigrant's employment VISA needed before VA employment can commence once receiving 2-year waivers approval. The incumbent must interact with incumbents at VISN Headquarters, VA Central Office, the United States Labor and State Departments and the USICS and various law firms on a routine basis. Incumbent processes all requirements to obtain physicians Labor Supported Permanent Residency (Green Card) when approved and supported as a VA incumbent.

Budget duties 50%

Incumbent is the primary approving official for Medical Service's Cost Distribution Report, and an approving official for Medical Service Control Points; and responsible to the Chief, Medical Service and the Administrative Officer for the financial status of the Service. Coordinates all service level budgets planning and projecting with the Chief, Medical Service, Administrative Officer, and the various Section Chiefs of Medical Service. Consults with the Chief, Fiscal Service and other designated staff, depending on source of funds, regarding contracts and other fiscal needs of the Service. . Approves all purchase card reconciliations; monitor the purchases to ensure they are within purchase card guidelines and policy. Incumbent is responsible for monthly purchase card audits and reports. Incumbent serves as Medical Service's Technical Representative on contracts within the Service. Incumbent reviews Cost Distribution Reports and revise data as needed, incorporating input from subspecialties, the administrative officer and/or the service chief. Discrepancies or outdated information may be brought to the attention of the Administrative Officer and Fiscal Service.

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: Monday-Friday 8:00am-4:30pm
Position Description/PD#: Staff Assistant/PD02627A and PD02627A1


Conditions of Employment

  • You must be a U.S. Citizen to apply for this job
  • All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment. Applicants who refuse to be tested will be denied employment with VA.
  • Selective Service Registration is required for males born after 12/31/1959
  • You may be required to serve a probationary period
  • Subject to background/security investigation
  • Selected applicants will be required to complete an online onboarding process
  • Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP)
  • Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Department of Veterans Affairs Personnel


To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/26/2021.

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-09 position , you must have served 52 weeks at the GS-07. For a GS-07 position , you must have served 52 weeks at the GS-05. 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.

You may qualify based on your experience and/or education as described below:
    To qualify for the GS-301-09 based on specialized experience: You must have one (1) year of specialized experience at the GS-07 level or equivalent for this position. Specialized experience is experience that equipped the applicant with the particular knowledge, skills, and abilities to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled. To be creditable, specialized experience must have been equivalent to at least the next lower grade level in the normal line of progression for the occupation in the organization. At the GS-09 full performance level, the incumbent demonstrates:
  • knowledge of the current and changes to regulations and policies implemented by the Immigration and Naturalization Service and the Department of State, which change on a frequent basis, sufficient to serve as the Medical Center expert, by providing, updating, and implementing changes. Requires extensive knowledge of the VA rules and regulations governing the hiring of foreign medical graduates, in order to accurately communicate these regulations in a manner which allows applicant's attorney to navigate the complex process of hiring a foreign medical graduate.
  • knowledge of, skill in applying analytical and evaluative techniques to identify, review, and resolve errors, issues or problems.
  • Ability to use qualitative and quantitative analytical techniques, in order to collect and validate data to ensure compliance, effectiveness and efficiency of patient and quality care management, and smooth workflow.
  • knowledge of federal and agency laws and regulations, policies and procedures sufficient to accomplish administrative matters concerned with human resource issues, personnel actions, such as performance standards and aspects of systematic performance appraisals in the service.
  • Knowledge of, skill in, ability to conduct meetings with supervisors and staff to obtain and offer information regarding organizational missions, functions, and work procedures.
    To qualify for the GS-301-07 based on specialized experience: You must have one (1) year of specialized experience at the GS-05 level or equivalent for this position. At the GS-301-07: The incumbent will serve in a developmental assignment to provide the individual with the knowledge, skills, and abilities needed to perform the full range of duties as described in the target position description, PD#2627-A, Staffing Assistant , GS-301-09. The incumbent will perform the duties outlined in the target grade position description, but will operate under closer supervision and will not be expected to demonstrate the same level of subject matter mastery. The supervisor or lead will provide instructions and/or training in the performance of assigned duties, particularly for those duties that are new, unfamiliar, and relatively complex. Work will be reviewed during and after completion to evaluate: adequacy of methods, procedures, and results; ability to apply skills and knowledge to routine and non-routine assignment; and adherence to basic policy and instructions. To qualify for the GS-301-09 based on education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a master's or equivalent graduate degree or two (2) full years of progressively higher level graduate education leading to such a degree or LLB. or J.D., if related. To qualify for the GS-301-07 based on education (method 1): Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have one (1) full year of graduate level education. To qualify for the GS-301-07 based on education (method 2): Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a bachelor's degree with Superior Academic Achievement (S.A.A.), which recognizes students who have achieved superior academic standing as evidenced by one of the three methods described below. In order to be creditable under this provision, superior academic achievement must have been gained in a curriculum that is qualifying for the position to be filled. S.A.A. is based on (1) class standing - upper third of the graduating class, (2) grade-point average - a.) 3.0 or higher out of a possible 4.0 ("B" or better) as recorded on their official transcript, or as computed based on 4 years of education, or as computed based on courses completed during the final 2 years of the curriculum; or, b.) 3.5 or higher out of a possible 4.0 (''B+" or better) based on the average of the required courses completed in the major field or the required courses in the major field completed during the final 2 years of the curriculum, or (3) honor society membership. Graduate Education: Education at the graduate level in an accredited college or university meets the requirements for positions at GS-7 through GS-11. Such education must demonstrate the knowledge, skills, and abilities necessary to do the work. Qualifying coursework includes: Human Resources Management, Business or Public Administration, or comparable major of study. One year of full-time graduate education is considered to be the number of credit hours that the school attended has determined to represent 1 year of full-time study. If that information cannot be obtained from the school, 18 semester hours should be considered as satisfying the 1 year of full-time study requirement. Part-time graduate education is creditable in accordance with its relationship to a year of full-time study at the school attended. To qualify for the GS-301-7/9 based on combination: Applicants may also combine education and experience to qualify at this level. Combinations of successfully completed post-high school education and experience may be used to meet total qualification requirements and may be computed by first determining the applicant's total qualifying experience as a percentage of the experience required for the grade level; then determining the applicant's education as a percentage of the education required for the grade level; and then adding the two percentages. The total percentages must equal at least 100 percent to qualify an applicant for that grade level. Only graduate education in excess of the amount required for the next lower grade level may be used to qualify applicants for positions at grades GS-9 and GS-11. When crediting education that requires specific course work, prorate the number of hours of related courses required as a proportion of the total education to be used.
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 will be rated on the following Competencies for this position:

- Database management Systems
- Information management
- Organizational awareness
- Legal Government and Juris Prudence

-Written Communication

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: No special physical exertion is required. The work is primarily performed while sitting though some work may require periods of standing. The regular and recurring work of the position involves sitting at a desk, conferences, meetings, etc., and occasional visits to activity work sites. Occasional use of automobile and public conveyances may be required.

For more information on these qualification standards, please visit the United States Office of Personnel Management's website at .

A transcript must be submitted with your application if you are basing all or part of your qualifications on education.

Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: . If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: .

Additional information

This position involves a multi-grade career ladder. The major duties listed above represent the full performance level of GS-09. At the GS-7 grade level, you will perform assignments of a more limited scope and with less independence. You will progressively acquire the background necessary to perform at the full performance level of GS-09. Promotion is at the discretion of the supervisor and is contingent upon satisfactory performance, availability of higher-level work, and availability of funds.

Special Employment Consideration: VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities [i.e., intellectual disabilities, severe physical disabilities, or psychiatric disabilities], and/or Disabled veterans with a compensable service-connected disability of 30% or more. Contact the Agency Contact for information on how to apply under this appointment authority via the Selective Placement Coordinator.

The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal/VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified : applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at .

Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion. The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement. Management may use any one or any combination of these methods to fill the position.

It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

This job opportunity announcement may be used to fill additional vacancies.

Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.

For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document.

If you are unable to apply online or need to fax a document you do not have in electronic form, view the following link for information regarding an Alternate Application .

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