Total 2 Administrative / Clerical job vacancies in Ann Arbor, Michigan

Major duties and responsibilities include but are not limited to the following:

• Science and Information: The position works with principal investigators in developing and processing research funding proposals to ensure compliance with regulations and procedures necessary for adequate review by higher authority in the funding approval process. The AO reviews principal investigators' proposals for research funding and/or special requests prior to their submission to the VA Office of R&D (ORD) or other agencies. The position provides expert guidance to prospective, new, and established investigators on all matters related to research initiation, implementation, management, and regulatory review requirements. The position oversees the submission of just-in- time documentation of required local approvals.
• The incumbent will be responsible for developing and maintaining systems to manage the oversight and the coordination of investigations into issues of project management which include appropriate committee reviews, research committee management, liaison with committees such the Institutional Review Boards and Institutional Animal Committee, Biosafety and Conflict of Interest. The incumbent leads the program into ensuring compliance in the, but not limited to the following areas: a) human research - patient informed consent; b) scientific misconduct; c) conflict of interest; d) safety of laboratory and animal care personnel; e) hazardous materials; and f) animal
  care and safety. He/she will institute mechanisms for both periodic and random monitoring of compliance with regulations.
• The incumbent will ensure appropriate representation and interface with the various review committees. He/she will also describe mechanisms for assessing and measuring outcomes of the various reviews. The incumbent will be responsible for the review of all proposals submitted for VA funding. He/she will review for adequacy for scientific merit and proposals which are inadequate will be returned to the originating investigator with appropriate comments for revision. He /she will assist the investigators in the following ways to produce the proposals for submission: Identify other investigators, collaborators, or consultants within the medical center and the Network with needed expertise, skills or resources that might be shared.
• Review budgetary requirements for personnel, equipment, and supply requirements. Review letters of intent and research proposals to ensure program relevance and conformance with published guidelines. He/she also has oversight responsibilities in such areas to ensure the eligibility status of investigators and annual reviews of the Merit Review Entry Program. During the review, he/she must ensure that R&D funds are administered according to policy that non-VA funds are appropriately spent on approved R&D activities and that VERA funds are used for the intended purposes.
• Communication: Targeted dissemination of information on research funding opportunities to investigators and prospective investigators will be a responsibility. He/she will maintain communication with the Offices of R&D, VA Headquarters and the Services regarding matters
  pertaining to R&D. He/she is responsible for preparing and submitting communication, reports and correspondence under his/her purview for the administration of the R&D programs. This includes reports requested by authorized personnel in Headquarters and the Network Director. This person is also responsible for the oversight of the submission to the R&D Communications Office for publications or other public information and of the appropriate acknowledgements in publications. He/she develops and maintains liaison and coordination with Headquarter elements, Administrative Network and Medical Centers. Included in the responsibilities will be maintaining continuing contact with parties interested in VA research including the affiliates, sponsors and other facilities.

The incumbent serves as an executive personal assistant to the Chief of Staff for this complexity 1A healthcare system. The VA Ann Arbor Healthcare System supports numerous special medical programs including hemodialysis, cardiac catheterization, cardiac surgery, advanced radiographic studies, radiation therapy, as well as an extensive primary care program with 30 specialty care clinics at the Ann Arbor campus and outpatient clinics at Toledo, Jackson, and Flint. The incumbent is responsible for providing technical and administrative support to the special project and major, complex assignments and responsibilities that the Chief of Staff assumes in his/her expanding role with the University, and VA Central Office.

Duties

- Ensures that the practices and procedures used by secretaries in subordinate clinical offices through the VAAAHS are consistent with those of the Director's office, VISN and VACO directives.
- Exercises exclusive control of the Chief of Staff's appointments and calendar with complete authority for commitments of time. Screens calls, visitors, and patients answering questions and completing business involving established policy of routine matters without making referrals to the Chief of Staff whenever possible.
- Exercises independent decision-making in routing and assigning actions and suspense dates on all correspondence coming to the Chief of Staff office on a daily basis. Maintains a log for all action items to monitor the timely completion and submission of responses. Develops and maintains a suspense system which is reviewed at least daily to flag pending issues and ensure due dates are met.
- Receives and reviews all correspondence received in the office of the Chief of Staff and replies to mail not requiring the Chief of Staff's attention. Screens all correspondence prepared for the Chief of Staff signature for clarity, completeness of reply, grammatical, and procedural correctness.
- Arranges conferences for the Chief of Staff on a nationwide basis and when local meetings are requested. This includes preparing agenda, notifying participants, arranging luncheons, scheduling tours and similar matters. Checks to ensure that commitments made at these meeting are met and keeps the Chief of Staff informed of the status of these commitments.
- Provides staff support for the Medical Staff meetings and Clinical Executive Board meetings. This involves establishing a schedule of the meetings, disseminating the schedule to all participants, reserving rooms for meetings and getting the rooms prepared (ordering food, room set up, ordering audiovisual equipment, etc.), developing and timely distributing of agenda, compiling necessary materials for meetings, and recording and preparing minutes of the meetings.
- Prepares written documents, charts, and graphs. Many of these documents are original forms or reports which require extensive experimentation to determine proper layout and format.
- Other duties required that are not listed.

Work Schedule: Monday - Friday, 8:00am - 4:30pm
Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. 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#: Secretary (OA)/PD11050
Relocation/Recruitment Incentives: Not Authorized
Critical Skills Incentive (CSI): Not Approved
Permanent Change of Station (PCS): Not Authorized