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Administrative Officer

Company: Veterans Affairs, Veterans Health Administration
Location: Saginaw
Posted on: February 5, 2020

Job Description:

SummaryThe primary purpose of this position is to serve as Administrative Officer for the Chief of Staff at the Aleda E. Lutz Veterans Affairs Medical Center.ResponsibilitiesThe appellant's responsibilities include a variety of management services such as providing administrative support and program analysis; acting as a coordinator, trouble shooter, and liaison providing advice and assistance to other administrative officers in the clinical services; conducting studies of manpower, space, budget and equipment utilization; representing the Chief of Staff on top management teams; identifying problem areas based on review of hospital activity; maintaining medical center By-Laws, Rules, and Regulations; and functioning as a resource person for the Chief of Staff and Medical Center Director during long-range planning and in the formation of hospital policy. Duties include but are not limited to: The incumbent reviews reports and identifies trends and out-of-line situations requiring management attention including investigating the situation and making recommendations for correction or further review. Analyzes workload, cost and productivity data in order to advise and assist the Chief of Staff in determining appropriate distribution of resources. The incumbent reviews requests for resources and returns those that are inadequate or not in compliance with VA or hospital policy. Responsible for the day-to-day operations of the credentialing and privileging program. As an Administrative Officer to the Chief of Staff (COS), the incumbent must possess a high degree of flexibility and adaptability in mastering a highly demanding work environment with the end product of each project being completed in a thorough and efficient manner. Duties are broad in nature and encompass both clinical and operational aspects of the medical center. Drafts responses for COS in regard to pertinent memoranda, action items, procedures, policies, directives, grievances and correspondence related to issues. Composes various documents, to include standard operating procedures, policies, reports, memoranda , letters, etc. Assures that policies, directives and all mandatory information are current and properly maintained and disseminated to all appropriate staff. Independently plans, controls, directs, and oversees administrative operations for clinical programs and services; identifies issues; determines scope of impact; present recommendations and implements solutions on behalf of the COS and Executive Leadership Team. Oversees a full range of human resources requirements, including assisting with projecting staffing needs, developing and submitting personnel requests to the Position Management Committee, coordinating performance rating activities, changes in personnel utilization, and overseeing personnel actions. Reviews, analyzes and interprets incoming requests from staff, recommends appropriate action or suggests appropriate alternatives based on knowledge of internal operations, agency policies,budgetary constraints and work priorities. Oversees personnel actions initiated in nursing, assuring they are accurate. Work Schedule: 8:00 AM to 4:30 PM (Monday through Friday)Compressed/Flexible: Not availableFinancial Disclosure Report: Not requiredVirtual: This not a virtual position.Position Description/PD#: Administrative Officer/PD3763-0Relocation/Recruitment Incentives: Not authorizedRequirementsConditions of EmploymentQualificationsTo qualify for this position, applicants must meet all requirements by the closing date of this announcement, 02/03/2020. 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. 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: Grade Requirements: GS-12: 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: Experience applying analytical and evaluative methods and techniques to issues or studies concerning the efficiency and effectiveness of service level operations carried out by administrative personnel to include administrative support functions in a medical center environment (i.e., staffing requirements, budget management for the service line, human resources management, and program evaluation, processes, and administrative operations of patient care services. A background in planning, directing, analyzing and advising on (for staff approval) internal service line operating policies related to healthcare administration; utilizing regulations, policies, procedures, accreditation standards to perform administrative operations within a healthcare service line. Work history related to utilizing automated systems and software to retrieve and generate a variety of reports to validate data; composing and generating a wide variety of correspondence and reports for the service line; management and program personnel on budgetary and finance issues; performing budget formulation, justification, and execution; financial management and financial reporting; preparing procurement requests, evaluating proposals for work and maintaining procurement and contracting records; conducting budget studies and tracking overtime usage. Experience participating in orientation of new employees; representing healthcare service line at management meetings, committee assignments and work groups; performing other administrative duties related to healthcare administration/program operations, preparing recurring and non- recurring statistical report, etc. Experience provided a thorough working knowledge of non- VHA computer software programs, such as Microsoft Word, Microsoft Excel and Microsoft Outlook. You will be rated on the following Competencies for this position: Competency 1 -Knowledge of complex administrative duties and procedures. Competency 2 -Ability to complete high functioning administrative tasks in a professional and timely manor. Competency 3 -Skill in analyzing data, developing reports, and creating strategic administrative goals for the facility. 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. 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. Preferred Experience/Qualification: Experience in a healthcare field, background in hospital administration or an institution of similar complexity, contracting officer's representative experience, Program management training such as white/yellow/green/black belt, six-sigma and related programs, leadership and management experience and proficiency in medical terminology are preferred. Bachelor of Science or Arts - business, clinical/scientific, social work, nursing, or related science/administrative focus. Master of Business Administration/Healthcare Administration or related area. Physical Requirements: The work is primarily sedentary and most of the duties can be accomplished sitting comfortably whileothers require walking, standing bending and carrying or moving items such as cart, notebooks, papers, and books. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/.EducationThere is no educational substitution at this grade level.Additional InformationVA 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. Receiving Service Credit or Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. 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 http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/. 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 view the following link for information regarding an Alternate Application. The Medical Center is smoke free in all areas other than the one designated area for employees.

Keywords: Veterans Affairs, Veterans Health Administration, Saginaw , Administrative Officer, Administration, Clerical , Saginaw, Michigan

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