Administrative Officer

Summary

The position is in the Office of the Chief, Medical Service, and is under the Chiefs direct supervision. The incumbent serves as the Supervisory Operations Manager for the Medical Service, and is responsible for performing a variety of complicated administrative management, and technical functions, tasks, and special projects.

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Overview

• Accepting applications

• Open & closing dates

06/21/2024 to 06/27/2024

• Salary

$72,553 - $94,317 per year

• Pay scale & grade

GS 11

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Location

1 vacancy in the following location:

• Asheville, NC 1 vacancy

• Remote job

No

• Telework eligible

Yes-This position is only approved for Ad-Hoc Telework with prior approval required.

• Travel Required

Not required

• Relocation expenses reimbursed

No

• Appointment type

Permanent

• Work schedule

Full-time

• Service

Competitive

• Promotion potential

None

• Job family (Series)

0341 Administrative Officer

• Supervisory status

Yes

• Security clearance

Not Required

• Drug test

No

• Position sensitivity and risk

Non-sensitive (NS)/Low Risk

• Trust determination process

Suitability/Fitness

• Announcement number

CBTA-12450374-24-JAW

• Control number

796424200

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This job is open to

• Internal to an agency

Current federal employees of this agency.

Clarification from the agency

This vacancy announcement is open to current, permanent employees of the Charles George VAMC and its affiliates to include MACPAC employees from the local area.

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Duties

The major duties of the Administrative Officer/Supervisory Operations Manager in Medical Service includes but is not limited to the following:

• Functionally the incumbent works as the Supervisor of all administrative staff that provides support to the Chief, Medical Service, and its sections which include:7 FTEE (One Program Specialist GS-9, One Medical Support Assistant GS-7, and Two Administrative Support Assistants GS-6, GS-7, Three Clinical Program Managers GS-11). Total FTEE for the Service 85, for which the Supervisory Operations Manager provides a complete range of support.

• The incumbent is a member of the management team, and directs the functions of a complex service line.

• The incumbent coordinates the administrative/operational and planning activities within twenty-one (21) multidisciplinary medical sections and units, which include the following: Cardiology (cardiac catheterization lab, EP lab, echo lab, EKG lab, stress testing), Dermatology, Endocrinology/Diabetes, Gastroenterology (endoscopy suite), Hematology-Oncology, Hospitalists, Infectious Disease, Nephrology, Neurology, Rheumatology, Pulmonary/Critical Care (includes MICU/SICU, Respiratory Care Section), and Sleep Medicine.

• The fundamental responsibility of the Supervisory Operations Manager is to effectively use all available resources to ensure the service provides the best possible patient care.

• Recommends areas and methods by which efficiency of operation can be improved.

• Provides Section Chiefs, clinical supervisors, and other clinical/technical staff with consultative direction and advice on a variety of administrative subjects to ensure that services are integrated across all disciplines and divisions.

• The Supervisory Operations Manager facilitates the conversations and collaboration across work-units, thereby supporting the removal of variation and ensuring adherence to the best clinical practices such as defined by COS/COM, evidence based medicine, VHA Directives, administrative laws, policies, regulations and precedents applicable to assigned areas.

• Exercises delegated managerial authority to oversee the overall planning, directing, and timely execution of programs, and several program segments within the Medical Service (each of which is managed through separate subordinate organizational units), including staff functions, development, assignment, and higher level clearance of goals and

objectives for supervisors and managers of subordinate organizational units.

• Oversees the revision of long range plans, for the work directed. Manages organizational changes throughout the organization directed, and/or major change to the structure and content of the program or program segments directed.

• Demonstrates leadership through participation in activities, which promote and support diversity. Has discretionary

authority to approve the allocation and distribution of funds in the Medical Service's budget.

• Responsible for operating within the assigned budget and is authorized to be the approving official for orders for supplies, services, and equipment.

• Establishes and maintains cost accounting and budgetary requirements for the sections and special programs.

• Provides leadership and guidance in determining the resource needs of organizational elements, distributing initial resource allocations, and adjusting resource allocations as dictated by a change in program needs.

• Serves as the service liaison in supporting the Chief, Medical Service and all Section Chiefs with duties related to managing all levels of staff.

• Acts as a liaison on behalf of the Chief Medical Service with persons and/or groups within and outside of the Medical Service, the CGVAMC, the VA and other Federal and non-Federal entities.

• Responsible for facilitating problem-solving teams and providing guidance in the areas of communication, conflict management, and customer service.

• Performs other duties as assigned.

Work Schedule: M-F 0800-4:30PM

Telework: This position is only approved for Ad-Hoc Telework.

Virtual: This is not a virtual position.

Position Description/PD#: Administrative Officer/PD004164

Financial Disclosure Report: Not required

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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, 06/27/2024.

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.

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 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Creating reports, coordinating and scheduling meetings, and submitting requests/work orders using a personal computer and office automation programs (such as word processing, spreadsheets, etc.); maintaining and updating department or service-level databases and shared computer drives; accurately preparing timecards for submission and processing; resolving timekeeping issues related to overtime, holiday pay, unscheduled hours, and various types of extended leave; managing and balancing financial aspects of general fund control points and purchase procedures; and preparing and submitting requests for recruitment, promotion, reassignment, and disciplinary actions. 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: Successful completion of of 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, from an accredited college or university. Such education must demonstrate the knowledge, skills, and abilities necessary to do the work of the Administrative Officer position. NOTE: Transcripts (unofficial or official) must be submitted with your application materials. Education cannot be credited without documentation. OR
• Combination: Equivalent combination of successfully completed graduate level education (beyond the second year) and specialized experience, as described above, which may be used to meet total experience requirements for this grade level. The education portion must include graduate courses that demonstrate the knowledge, skills, and abilities necessary to do the work of the Administrative Officer position and must have been obtained in an accredited college or university. NOTE: Transcripts (unofficial or official) must be submitted with your application materials. Education cannot be credited without documentation..

You will be rated on the following Competencies for this position:

• Administration and Management

• Computer Skills

• Contract Administration

• Managing Human Resources

• Quality 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: The work of the position is primarily sedentary, although some slight physical effort may be required. Work is typically performed in an adequately lighted and climate-controlled office.

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

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],

During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions.

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.

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• Benefits

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A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new window

Learn more about federal benefits.

Review our benefits

Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.

How You Will Be Evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE.

Narrative responses are not required at this time. If you are referred for consideration, you may be asked to submit additional job related information, which may include, but not limited to; responses to the knowledge, skills and abilities; completion of a work sample, and/or contact for an interview. Your resume and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect your rating or consideration for employment.

The Department of Veterans Affairs performs pre-employment reference checks as an assessment method used in the hiring process to verify information provided by a candidate (e.g., on resume or during interview or hiring process); gain additional knowledge regarding a candidate's abilities; and assist a hiring manager with making a final selection for a position.

For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document.

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.

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.