Administrative Officer

Summary Medicine Service Office provides administrative support to all Specialty Care areas.

It is a Veteran Centric way for the medical center to facilitate personnel management, business operations, financial management, quality assurance, facilities management, and a variety of related administrative matters in support of an extremely large and complex medical facility.

This position reports to the ACOS of Medicine Service.

Supports all section chiefs under the Medicine Responsibilities Duties may include but are not limited to:
Supervisory Duties Provides direct supervision to Medicine service administrative office and staff.

Incumbent plans work to be accomplished by subordinates, sets, and adjusts short-term priorities, and prepares schedules for completion of work.

assigns work to subordinates based on priorities, selective consideration of the difficulty and requirements of assignments, and the capabilities of employees.

develops performance standards and evaluates work performance of subordinates. Incumbent gives advice, counsel, or instruction to employees on both work and administrative matters. interviews candidates for positions in the unit; recommends appointment, promotion, or reassignment to such positions.

hears and resolves complaints from employees, referring group grievances and more serious unresolved complaints to a higher level supervisor or manager.

Effects minor disciplinary measures, such as warnings and reprimands, recommending other action in more serious cases. identifies developmental and training needs of employees, providing or arranging for needed development and training.

Program Management and Administration Develops, implements, and maintains processes and mechanisms administrative programs for Specialty Care clinic resources and monitoring systems.

Ensures that all Specialty Care clinics use proper directives and processes to stay in compliance with the VA policies. develops mechanisms to evaluate and monitor the quality, safety, efficiency, utilization, productivity, and effectiveness report to stay in compliance.

direct the identification and incorporation of computerized data and information management tools and systems needed for Specialty Care, as well as management of workload and budget.

Ensures programs comply with the VHA Credentialing & Privileging Handbook and that provider credentialing and privileging information is available and readily viewable at all VHA patient sites.

provides leadership in evaluation, implementation, and management of all new Specialty Care technologies. Manages and maintains a current inventory including hardware, software and associated licenses and maintenance agreements and contracts.

Program Development, Direction, and Planning responsible for overall planning, coordination, implementation, management, and evaluation of clinical development and report tracking consults, EILs, OPPE, EARS, etc.

Collaborates with Specialty Care clinic in the creation of both long and short-range policies and plans for facility level projects and programs.

Advocates for Specialty Care program needs. Assists communication throughout our Specialty Care to achieve maximum fulfillment of program goals and objectives. Serves as an administrative consultant for all aspects of Medicine Service use, including facilitating training, problem resolution. Establishes guiding processes for the tracking of all staff education, on boarding, and trainings.

Monitoring Office Resources, Finance and Records Management Maintains tracking of budget fund control point for all other account that is utilized in Medicine Service.

Inputs electronic work order requests, 2237 for miscellaneous projects allocated for service.

Develops the need for and maintains an awareness of available resources and prepares requests regarding needs, distribution, or redistribution of these resources.

Supports evaluation, analysis and/or control of the records management system with the Specialty Care programs.

Business Plan/ Productivity Goals Establishes the strategic plan for Specialty Care service enhancements that prioritizes processes to delineate responsibilities for projects and targets dates for achievement.

Develops, maintains, and disseminates, as appropriate, outcome measures, including clinical data, and patient and staff satisfaction measures. Utilization to service leadership, facility leadership to identify areas for improvement. Organizes and coordinates a variety of education programs associated with all Specialty Care services.

use all sources of information to assist service leadership in resolving issues and implementing solutions to various problems through automation, telecommunications, and data processing Work Schedule: 8:00am-4:30pm, Monday - Friday.

Schedule may be subject to change based on the needs of the Agency.

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 some telework. Telework eligibility will be discussed during the interview process.

Virtual:
This is not a virtual position

Position Description/PD#:

Administrative Officer/PD Relocation/Recruitment Incentives:

Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized Requirements Conditions of Employment You must be a U.S.

Citizen to apply for this job 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 Veterans Health Administration Health Care Personnel (HCP) - See "Additional Information" below for details.

Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 08/22/2024. 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-12 position you must have served 52 weeks at the GS-11. 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-11 in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include, but are not limited to:

Coordinating and monitoring the functions of administrative services within an office; managing budget activities; assisting with contracting functions and managing procurement; assisting with human resources functions to include recruitment, position classification, performance, training, etc.; preparing letters, reports and presentations; retaining procurement records and reconciliations; making space utilization recommendations; Support tracking clinical operations for efficiency and quality of care.

You will be rated on the following Competencies for this position:
Administration and Management Contracting/Procurement Quality Management Financial Management Personnel and

Human Resources Preferred Experience:

Experience collaborating and maintaining positive working relationships with Union Officials (AFGE) and providing strong customer service to both internal and external customers utilizing interpersonal skills.

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:

Performance of the incumbent's duties may require extensive walking per day to meet with the facility managers and other clinic personnel.

Trips to verify equipment location. The work performed is of a precise nature requiring long periods of concentration that is often interrupted. Incumbent is often faced with changing priorities and with meeting deadlines.

For more information on these qualification standards, please visit the United States Office of Personnel Management's website at Education There is no educational substitution at this grade level.

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

Pursuant to VHA Directive , VHA health care personnel (HCP) are required to be fully vaccinated against COVID-19 subject to such accommodations as required by law (i.e., medical, religious or pregnancy).

VHA HCPs do not include remote workers who only infrequently enter VHA locations.

If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date.

The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required accommodation from this requirement using the reasonable accommodation process.

If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement.

Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer.

For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.

VA Healthcare System Serving Ohio, Indiana and Michigan (VISN 10) advocates for a Whole Health System of care in each of the Medical Centers.

This is an approach to healthcare that empowers and equips people to take charge of their health and well-being and live their lives to the fullest.

As an employee operating in a Whole Health System of care, you will operate in a model with three core elements, seeking to create a personalized health plan for each Veteran.

This is done in the context of healing relationships and healing environments and a connection back to the Veteran's community.

This aligns with the Veterans Health Administration (VHA) Mission Statement to Honor America's Veterans by providing exceptional health care that improves their health and well-being.

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