Administrative Officer

Summary This position serves as the Administrative Officer (AO) for Sterile Processing Service (SPS).

Duties consist of the technical analysis, monitoring, evaluation, planning, coordination, and proper execution of the administrative and financial actions within the Service.

Assists the Sterile Processing Service Chief in all administrative and management functions.

Responsibilities Assists in the overall administrative management for the organization, interpreting, developing and/or implementing local policies, defining administrative requirements, and/or providing advice to top management on related issues.

Applies new policies, provides advice on requirements, maintains administrative systems and prepares administrative paperwork.

Assists in quality management, reprocessing activities, competency assessment, development of standard operating procedures based on equipment manufacturer's instructions, enhancing patient flow through the operating rooms, and aid in succession planning for all areas of SPS and sites where reprocessing occurs.

Assists in planning, developing, directing and maintenance of the Quality Control Program.

Ensures inventories and audits are conducted of all implantable devices to ensure sterile and integrity of packaging has not been compromised.

Assists with maintaining an accurate medical equipment tracking system, which details specific preventive maintenance performed and equipment availability for use.

Reviews the Standard Operating Procedures (SOP) to ensure manufacturing guidelines for reprocessing instrument/equipment is followed. Assists with any issues pertaining to local SPS policies and procedures as applicable to specific facility/system programs.

Solicits assistance from, or responds to, inquiries from outside regulatory agencies to ensure compliance with established policies and procedures from organizations such as Food and Drug Administration (FDA), Association for the Advancement of Medical Instrumentation (AAMI), The Joint Commission (JC), Association of Operating Room Nurses (AORN), and Center for Disease Control (CDC) and the Environmental Protection Agency (EPA).

Assists in preparing and evaluating future scheduling projections and anticipating future workload requirements to forecast appropriate staffing levels.

Works closely with Logistics Service to monitor inventory levels to identify and take corrective action on matters relating to potential inventory shortages created as a result of additional case volume or any customer related issues that may exist.

Responsible for the financial management of SPS, which includes budget formulation, justification, and execution; financial management; and financial reporting.

Responsible for control points managed by SPS; including the development of a budget for each control point, monitoring balances, submitting requests for additional funding as needed, assuring all control point expenditures are properly authorized and documented, reviewing financial reports and resolving discrepancies and assures that all expenditures are properly authorized and documented.

Advise the Chief of SPS on budgetary and financial issues and prepare budgetary reports and graphs for review.

Collects, develops, and analyzes cost data relative to SPS operations; this includes maintenance costs for instrument repair, over time costs for emergency operations and labor mapping; collaboration with fiscal service of approval of purchases, and conducts cost/benefit proposals for special program needs for new equipment; and serving as advisor to the Chief of SPS.

Oversees a variety of administrative programs, including the dissemination of incoming mail, internal controls, records management, engagement program, Area Improvement Board Maintenance, SPS Watch List, VISN SPAT data updates, Special Funding Share-Point updates, Quality Safety Value committee slide submission, Environment of Care (EOC) meeting submission, Huddle Board, publication and forms management and timesheets.

Develops information papers and correspondence on a wide variety of administrative functions.

Reviews and evaluates completed staff actions for overall quality of the document and compliance with policy, coordinating and routing for appropriate approvals.

Responsible for coordinating with the Nurse Recruitment Office and HR for the recruitment of SPS personnel.

Serves as initial contact for applicants, answering questions about the position, coordinating interviews of potential applicants; developing interview questions and scoring guidelines, convening interview panels, summarizing recommendations regarding recruitment; and providing updated information to management regarding recruitment status.

Assists with training activities and ensures all mandatory training requirements are met; coordinates in-services and trainings as needed. Prepares evidence books for audits. Compiles data for use in SPS personnel proficiencies and develops and maintains organizational and functional charts. Provide orientation for new staff, including overview of the section's programs.

Work Schedule:
Monday-Friday 8:00 am - 4:30 pm Position Description/PD#: Administrative Officer/PD933670 Relocation/

Recruitment Incentives:
Not Authorized Permanent Change of Station (PCS):

Not Authorized Financial Disclosure Report:
Not required 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, 05/16/2024. 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-09 position you must have served 52 weeks at the GS-07. 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 and/or education as described below:

Specialized Experience:

You must have one year of specialized experience equivalent to at least the next lower grade GS-07 in the normal line of progression for the occupation in the organization.

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

creating reports, coordinating and scheduling meetings, and submitting requests/work orders using a personal computer and office automation programs (such as word processing, spreadsheets, etc.); accurately preparing timecards for submission and processing; performing various human resources/personnel management duties related to recruitment, disciplinary actions, and/or awards; identify and recommend methods of improving processes and procedures; budgeting and financial management for the organization that includes budget formulation, justification, and execution, financial management, and financial reporting; OR, Education: Applicants may substitute education for the required experience.

To qualify based on education for this grade level you must have a master's degree or equivalent graduate degree OR 2 full years of progressively higher level graduate education leading to such a degree OR a related LL.B or J.

D; OR, Combination:
Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond one (1) full year of graduate level education. To compute the percentage of the requirements, divide your total months of experience by 12.

Then divide the total number of completed graduate semester hours (or equivalent) beyond the first year (total graduate semester hours minus 18) by 18.

Add the two percentages.

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 primarily sedentary, involving sitting at a desk and utilizing a computer terminal. Work may also involve significant walking, bending, standing, and carrying light items such as papers, books, and files.

For more information on these qualification standards, please visit the United States Office of Personnel Management's website at Education A transcript must be submitted with your application if you are basing all or part of your qualifications on education.

If you are basing your qualifications on education (or a combination of education and experience) or if the position requires a college education to qualify, you must submit a copy of your transcripts with your application.

Your official or unofficial transcript must reflect:

name of the college or university, full address of the college or university, your name, class title(s) with the number of credits earned/completed, the degree received, if applicable, and date degree conferred.

A copy of your certificate/degree or screenshot of your current classes are not a replacement of your transcript and they will not be used in the qualifying process.

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 The 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 CTAP eligibility is on OPM's Career Transition Resources website at 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. Applicants will be considered based on the following areas of consideration. First Area of Consideration (CTAP Employees) - Federal employees who meet the definition of a "surplus" or "displaced" employee Second Area of Consideration (Facility Employees) - Current, permanent John D. Dingell Medical Center employees (this includes Outpatient Clinics, permanent employees of the Veteran Canteen Service assigned to this facility, Office of Information & Technology employees assigned to this facility, CPAC bargaining unit employees located at the Detroit VAMC, and Virtual bargaining unit employees assigned to the facility. Third Area of Consideration (Other VA Employees) - Current, permanent Department of Veterans Affairs Employees (VA employees who are located at other VA medical centers). 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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