Administrative Officer Job at MSCCN in Louisville

Summary This position is an Administrative Officer that reports directly to the Chief of Quality Management Service at the Robley Rex VAMC. The incumbent works with the Chief of the Quality Management Service, along with the Medical Center Director, top management, and service managers . Responsibilities The position includes the broad requirement of an independently functioning Administrative Officer. In order to accomplish tasks, the incumbent must have knowledge of the overall VA/VHA/VISN 9, medical center organization, mission, vision, and values, and its relationship to the VA healthcare network and community healthcare services. The incumbent must also possess knowledge of data trending and analysis methodologies. The Administrative Officer duties include, but are not limited to; The incumbent assists the Chief, Quality Management Service in the review and analysis of the service to develop strategic, operational, and service business planning documents, conduct of analytical studies and specific program activities and reports achievement using the designated facility performance improvement approach. The incumbent keeps the Chief, Quality Management Service informed of the status and progress in resolving situations and lessons learned throughout the planning, development, and coordination of service activities. The incumbent maintains and demonstrates knowledge in the operation of the program's network, hardware and application of VISTA, CPRS, and other software packages such as Access, Microsoft excel, word, and power point. Incumbent uses these computer systems to gather and analyze data and obtain other information upon which evaluation, planning and decisions can be made and maintains computer proficiency through frequent use of computer systems. The incumbent is the liaison and /or point of contact among the Quality Management staff and the VA Medical Center on clinical, administrative, and budgetary issues. Identifies any existing and potential problem areas, suggests solutions or alternative to existing procedures which contribute to those problems. The incumbent will have frequent interaction with individuals at all levels in VA. These contacts may be on a personal, one-to-one basis or in conferences held to exchange information . Resolves matters at the lowest level when possible and investigates unusual incidents. Promotes and ensures all customer service relationships are handled in a positive manner. All contacts will be made with the intent of reviewing the matter thoroughly, analyzing any concerns and reporting to the Chief, Quality Management Service. The incumbent participates with reviewing Quality Management Service procedures, methodologies, and policies ensuring they are pertinent, relevant, and current. Ensures policy memoranda are in appropriate format and that they comply with VA Regulations and other references. Establish suspense files noting dates policies were forwarded to various services for concurrence, as well as date forwarded to Medical Center Director for approval. Incumbent develops plans for the correct use and maintenance of all equipment, tracking log and databases. Monitors resource utilization, noting significant variances in the rating or extent of utilization as compared with projected allocations; prioritizes the needs of the service and recommends effecting increases/decreases in view of available resources. Performs other duties as assigned. Work Schedule: Monday through Friday from 7:30 am to 4:00 pm Telework: Adhoc Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD403430 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, 10/18/2024. 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: Designing, implementing, modifying, and maintaining quality management and risk management programs; Collecting data from multiple sources, tracking, and preparing reports; Serving as program and equipment resource manager; Coordinating administrative investigations and Joint Commission reviews, performing personnel management functions to include recruitment, staffing, performance appraisals/standards, pay/leave administration, and training; and coordinating workload and developing schedules; Coordinating, preparing, and maintaining organizational and functional charts, preparing correspondence to local and national inquires; Assisting with contracting functions and managing procurement; Formulates, justifies, executes and provides financial management/reporting; managing budget activities; Performing analytical studies and projects related to management improvement, productivity improvement, and long-range planning. NOTE: 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. OR, Education: Applicants may substitute education for the experience required for the GS-11 level. Qualifying education is three full years of progressively higher level graduate education; or Ph.D. or equivalent graduate degree from an accredited university or college; or an LL.M. degree. 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 post-high school education and experienced to meet total qualification requirements for the grade levels specified in the table, and may be computed by first determining the applicant's total qualifying experience as a percentage of the experience required for the grade level; then determining the applicant's education as a percentage of the education required for the grade level; and then adding the two percentages. The total percentages must equal at least 100 percent to qualify an applicant for that grade level. Only graduate education in excess of the amount required for the next lower grade level may be used to qualify applicants for positions at grades GS-9 and GS-11. (When crediting education that requires specific course work, prorate the number of hours of related courses required as a proportion of the total education to be used). A transcript must be submitted with your application if you are basing all or part of your qualifications on education. You will be rated on the following Competencies for this position: Administration and Management Contract Administration Financial Management Managing Human Resources Planning and Evaluating Technical Competence 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: This position requires mobility within the TVHS environment and occasional travel to other cities for meetings and conferences. The position requires that the incumbent work at both campuses when necessary to collaborate with other TVHS staff and to work on projects. The position may require flexible duty hours t accomplish program objectives. Work Environment: The work is performed at the assigned service site(s) (Nashville and/or Murfreesboro Campuses or other TVHS sites), in an office setting, classrooms, meeting rooms, and other locations, which are climate controlled environments. The work environment involves every day risks or discomforts and requires normal safety precautions typical of such places as meeting rooms, training rooms, etc. 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. 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 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.