Administrative Officer

Veterans Affairs, Veterans Health Administration

Summary The primary purpose of this position is to serve as the Administrative Officer, reporting to the Associate Chief of Staff (ACOS) in the Ambulatory Care Service. The incumbent will be responsible for providing, securing or negotiating the resources or services needed to manage and supervise the administrative operations in the Primary Care and Women Health Section at the main campus of the CTVHCS in Temple, Waco Campus, Temple VA Clinic, Brownwood and Palestine Community Based Outpatient Clinics. Responsibilities Develop plans of action and advises Ambulatory Care Service ACOS and management on administrative requirements for a large, complex organization. Advise management in all areas of responsibility and serving as a liaison between other services within the facility. Coordinate the administrative aspects of office moves, office construction, and other facility improvements including furniture, equipment, telephone, key control, etc. Develop written policy statements based on governing regulations and standards to ensure compliance with various regulatory bodies conducting special studies and analyzing complex problems of manpower, equipment, workload statistics, space utilization, etc. Supervise and oversee assignments of administrative staff. Gather and analyze budget needs and recommends all phases of budgeting within administrative requirements by preparing resource requests, tracking manpower utilization, reviewing financial reports, and resolving discrepancies with the appropriate accounting office. Function as top advisor to the ACOS, Ambulatory Care; provides budget management and guidance for major programs Initiate appropriate requests to resource management to meet immediate or planned needs for funding, staffing, space or equipment based on analysis and projected needs. Serve as the liaison between Ambulatory Care Service and Human Resources for classification, grievances, recruitment, etc. Prepare justification and requests for establishment of new positions, equipment, and supplies in accordance with Medical Center policies. Providing staff support in all areas of management of the organization. Track all personnel gains from point of vacancy through report date on duty for activity in Human Resources. Ensure that recruitment and retention within approved ceilings are maintained. Develop and implement policies and procedures. Develop, evaluate, and modify organizational structure and systems to achieve program goals. Forecast and estimate program requirements and preparing programmatic reports, justifications, charts, graphs, and statistical and narrative data. Collect and analyze data in order to devise strategic plans for improving the performance measures. Monitoring program performance to include compliance with access and performance measure standards. Plan and conduct surveys and studies aimed at improving the continuity of patient services or improve the economy of operations. Analyze and evaluate the efficiency and effectiveness of services provided requiring an extensive knowledge complex functions related to Ambulatory Care. Work Schedule: Monday-Friday 8 a.m. – 4:30 p.m. Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD08576O Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required Requirements Conditions of Employment Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 05/14/2024. 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-11 position you must have served 52 weeks at the GS-09. 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-09 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Knowledge of planning, coordination, and execution of business functions, resource allocation, and production; Ability to empower people by sharing power and authority; developing all levels of staff members by pushing authority downward and outward and sharing rewards for achievement with employees; ensuring staff is appropriately selected, appraised, and developed, and that they are treated in a fair and equitable manner; Preparing the budget to ensure cost-effective support of programs and policies are met; Knowledge of the value of collected information and the methods of sharing information throughout an organization; Knowledge of various types of contracts, techniques or requirements and administration of contracts (i.e., procurement, negotiations, etc.). OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a Ph.D. or equivalent doctoral degree; or, 3 full years of progressively higher-level graduate education leading to such a degree; or, LL.M.., if related. (TRANSCRIPT REQUIRED). 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 a Ph.D. or equivalent doctoral degree; or, 3 full years of progressively higher level graduate education leading to such a degree; or, LL.M.., if related (TRANSCRIPT REQUIRED). You will be rated on the following Competencies for this position: Administrative Management Human Resources Financial Administration Knowledge Management Contracting 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 sedentary. Some work may require movement between offices, hospitals, warehouses, and similar areas for meetings and to conduct work. Work may also require walking/standing, in conjunctions with travel to and attendance at meetings and/or conferences away from the work site. Incumbent may carry and lift light items weighing less than 15 pounds. For more information on these qualification standards, please visit the United States Office of Personnel Managements website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/. Education A transcript must be submitted with your application if you are basing all or part of your qualifications on education. Note: If your school has changed names, or is no longer in existence, you must provide this information in your application. Note: If your school was accredited by the U.S. Department of Education at the time of graduation but is no longer listed on the DOE website, you must provide documentation of accreditation with your application packet. Note: The masters or doctoral degree must be fully accredited by the Council on Accreditation of Counseling and Related Educational Programs (CACREP). Verification of accreditation may be made obtained from http://www.cacrep.org/directory/. 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: http://ope.ed.gov/accreditation/. 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: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html. Additional Information 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. 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. 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 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 OPMs 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 or need to fax a document you do not have in electronic form, view the following link for information regarding an Alternate Application.

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