Administrative Officer

3 days ago

Detroit, Michigan, United States Veterans Affairs, Veterans Health Administration Full time
Job Summary

The Administrative Officer serves as a key member of the Mental Health Service leadership team at the John D. Dingell VA Medical Center. This supervisory role provides technical and administrative oversight of a small staff, ensuring the successful operation of administrative functions within the service.

Key Responsibilities
  • Direct, perform, and oversee all administrative functions for the assigned service, including program administration, personnel management, business operations, quality assurance, and related administrative matters.
  • Work closely with the Associate Chief of Staff (ACOS) for Mental Health, Deputy ACOS for Mental Health, and Associate Chief Nursing Service (ACNS) to ensure effective administrative operations.
  • Serve as the business manager of the Mental Health Service, working with administrative chiefs throughout the medical center and the COS Health System Specialist to ensure efficient processes that meet regulatory requirements.
  • Analyze plans to determine the impact on administrative processes and the feasibility of making modifications to accomplish mission requirements.
  • Prepare comprehensive reports with findings and recommendations based on varied management and administrative considerations.
  • Develop, initiate, and implement administrative policies and procedures for facility-wide areas of responsibility.
  • Recommend the establishment of and prepare administrative policies and procedures for implementation throughout the service.
  • Direct administrative support services to ensure that inquiries, correspondence, and actions for the Mental Health Service are addressed appropriately.
  • Review and evaluate completed staff actions for overall quality, coordination, consistency, logic, soundness of recommendations, and compliance with policy.
  • Work independently on these actions and ensure compliance with facility policies and VHA regulations.
  • Ensure that performance ratings are submitted in a timely manner in accordance with regulatory guidelines.
  • Oversee the proper maintenance and accounting of all Mental Health Service Equipment Inventory Lists (EILs).
  • Serve as the primary Contracting Officer Representative (COR), coordinating, evaluating, and obtaining procurement packages of new equipment, supplies, and contracts for Mental Health Service.
  • Review, submit, and track all resource requests (budget, equipment, supplies) for the service.
  • Make recommendations to the Service Leadership for acquisition priorities and represent the service on the Resources Committee.
  • Serve as the primary coordinator for space management within the Mental Health Service.
  • Provide training to all administrative staff in service as needed, including updates to processes.
  • Assign work and provide direct supervision of assigned staff.
  • Manage leave requests, timecards, HR actions, performance plans, and performance appraisals.
  • Develop contingency plans.
  • Provide training to all administrative staff in service as needed, including updates to processes.
  • Address disciplinary concerns, complaints, and grievances, including union matters particular to the workgroup.
  • Ensure that actions support the overall mission of the medical center and represent the collective interests of personnel.
  • Work closely with Human Resources (HR) to ensure strong communication, compliance with Office of Personnel Management (OPM) regulatory requirements, and provide administrative oversight for personnel management within the Mental Health Service.
  • Work closely with Business Practice (BP), Group Practice Management (GPM), Credentialing, Quality Management (QM)/Quality Safety Value (QSV), Patient Advocate (PA), and the Chief of Staff (COS) Office to ensure strong communication, compliance with regulations, and provide administrative oversight for business operations, GPM, Credentialing, QM/QSV, PA, and COS Office within the Mental Health Service.
  • Oversee a variety of administrative functions in support of BP, GPM, Credentialing, QM/QSV, PA, and COS Office, including the distribution and dissemination of controlled and other correspondence, records management, data collection, and accurate and timely data reporting.
Work Schedule and Telework

The work schedule is Monday to Friday, 8:00 AM to 4:30 PM. The schedule may be subject to change based on the needs of the Agency. This is not a virtual position.

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