Administrative Officer Job at Veterans Affairs, Veterans Health Administration i

Summary This position is in the Veterans Emergency and Inpatient Care Service (EICS) at the VA Loma Linda Healthcare System (VALLHCS). The EICS is a large, complex, and very active service including both inpatient and outpatient services across the specialties of the Emergency Department and Hospitalists. This position will have responsibility for the development, organization, management, and application of information systems for the administrative activities and clinical support areas of the EICS. Responsibilities Primary duties provide direction and oversight in the execution of administrative functions to include administration, human resources management, budget and finance, management and program analysis, office support services, document control, logistics and a variety of related administrative matters. Duties include, but are not limited to: Provides full staff assistance on administrative matters affecting patient care and clinic policy. Collaborates with management staff within the Emergency and Inpatient Care Service as well as staff affected by the operations of the service. Maintains various aspects of the Service including budget and fiscal management, supply, personnel and workforce utilization, and space utilization. Reviews data supporting clinical in/outpatient performance measures and potential recommendations for improvement. Participates in the analysis and interpretation of workload and other data used in resource planning. Coordinates the internal gathering of data to ensure that all providers in the Service are meeting performance standards, completing mandatory annual training, and completing workload in a timely manner. Responds to difficult patient and staff issues including issues requiring preparation of appropriate written responses and recommendations. Maintaining records and documentation required for the Joint Commission (JC) and Veteran Emergency and Inpatient Care Service (VHA) regulation. Provides full administration of reporting, evaluation, and fee requirements associated with the Accreditation of the organization and performs audits necessary for continued accreditation. Ensures required licensure of staff are current, initiates purchase orders for payment of annual fees for accreditation and participates in annual site inspection. Leads in administering programs concerning such matters as equal opportunity, merit promotion, labor management relations, and position management. Develops, interprets, applies, and integrates objective criteria and acceptable standards for use in monitoring activities. Ensures administrative support staff are updated on administrative issues affecting the delivery of care/assistance to patients and providers. Responsible for administrative oversight of the Service budget including fund control points, overtime, and personal service dollars, keeping the Chief informed and working with personnel responsible for maintaining fiscal solvency. Gathers and analyzes budget needs of the Medical Center and supervises all phases of budgeting within administrative requirements. Develops monthly and quarterly cost ceilings while maintaining running control of funds to ensure that accounts are within authorized levels. Performs other related duties as assigned. Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level. Work Schedule: Monday - Friday, 7:30am - 4:00pm 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 telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD138420 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, 11/22/2024. 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-09 position you must have served 52 weeks at the GS-07. 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: GS-09: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-7 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 management principles, organizational theory, and techniques of analysis and evaluation, knowledge of standardized administrative practices and procedure to conduct studies of clerical work processes in various organizations to identify, analyze, and recommend solutions to problems in organizational structure, staffing, administrative procedures, work processes or workload distribution. 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 or equivalent graduate degree or 2 full years of progressively higher level graduate education leading to such a degree or LL.B. or J.D., if related. 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 graduate degree. Such education must demonstrate the knowledge, skills, and abilities necessary to do the work. GS-11: 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: Utilize Health Care System regulations, standards, policies, and procedures in order to advise on and interface the clinical and administrative functions; Develop resource (staffing and funding) guidance documentation and provide guidance to staff in these areas; Apply budgeting concepts and procedures in determining unit costs; Collect, analyze, and report data from a variety of resources; Perform a variety of human resource functions for an organization OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 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(S) MUST BE SUBMITTED IF EDUCATION IS BEING USED TO QUALIFY. 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 2 full years of progressively higher-level graduate education. Such education must demonstrate the knowledge, skills, and abilities necessary to do the work. You will be rated on the following Competencies for this position: Administration and Management Financial Management Human Capital Management 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: Work is mostly sedentary and involves very little physical efforts. 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/. Education A transcript must be submitted with your application if you are basing all or part of your qualifications on education. 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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/. Additional Information 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. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. 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. This job opportunity announcement may be used to fill additional vacancies. Pursuant to VHA Directive 1193.01, 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.