The Administrative Officer provides administrative and program support to Pharmacy Service at the Cincinnati, OH Department of Veterans Affairs Medical Center and to all programs under the direction of the Chief of Pharmacy. Additionally, the incumbent functions as the Business Manager for Pharmacy Service.

Duties

The Cincinnati VA Medical Center is a two-division campus located in Cincinnati, Ohio and Fort Thomas, Kentucky serving 15 counties in Southwest Ohio, Northern Kentucky, and Southeast Indiana with 6 Community Based Outpatient Clinics located in Bellevue, KY; Florence, KY; Lawrenceburg, IN; Hamilton, OH; Clermont County, OH, and Georgetown, OH. Cincinnati VAMC also supports two off main campus locations in the Cincinnati area via an Eye Center and Mental Health Outreach Community Division. The Administrative Officer (AO) for Pharmacy Service supervises all Pharmacy Service administrative staff consisting of four direct reports: two GS-0301-11 Program Specialists (Quality Assurance/Trainee Coordinator) and two GS-0343-11 Management and Program Analysts. The AO assigns work to subordinates based on priorities, selective consideration of the difficulty and requirements of assignments, and capabilities of employees. Additionally, this position evaluates work performance of subordinates and gives advice, counsels, and instructs employee on both work and administrative matter. Duties include but are not limited to the following: Coordinates the personnel management program for programs under the direction of the Chief of Pharmacy. Advises high level officials on all aspects of personnel management activities. Manages administrative programs for the entire service such as human resources, finances, office support services, document control, and logistics. Acts as the liaison with the Medical Center's human resources office in areas of personnel recruiting, promotion, training, equal opportunity employment, disciplinary action, performance evaluation, etc. Directs managers and supervisors on pharmacy service polices as it relates to personnel management, such as telework, leave, hiring, and progressive discipline. Shares oversight responsibility with the Chief of Pharmacy Service for the performance appraisal program. Provides advice and assistance to other supervisory staff in developing performance standards and completing performance evaluations. Ensures that appraisals are submitted in a timely manner in accordance with guidelines and documented appropriately. Makes recommendations relating to various personnel policy issues and provides advice to the Chief of Pharmacy and to pharmacy managers on personnel management matters and problems. Evaluates and monitors administrative and quality improvement activities and makes substantive recommendations for program improvements. Evaluate, monitor, and administer educational programs and competencies for pharmacy students, residents, Clinical Pharmacists, Clinical Pharmacy Practitioners and Pharmacy Technicians within the Department of Pharmacy. Oversees the budget and financial management of the Pharmacy Service Triages incoming requests for business, responsible for taking appropriate action based on advanced knowledge of internal operations, agency personnel policies, budgetary constraints, and work priorities. Prepares annual pharmacy service budget. Utilizes budget to determine base resource levels in many areas. Reviews budget estimates submitted by pharmacy service leaders, analyzes program plans and information, and identifies need for changes to meet all budgetary needs. Manages annual and on-going equipment procurement for Pharmacy Service. This includes preparing procurement requests, evaluating proposals for work, acting as a Contracting Officer Representative (COR) for procurements, and/or maintaining procurement and contracting records. Serves as a purchase card approving official Manages communications with and requests for funding from the Cincinnati Education & Research for Veterans (CERVF). Oversees the environmental monitoring systems to support safe storage and preparation of pharmaceutical products (includes temperature, humidity, pressurization) throughout the entire facility and associated locations. This position reports directly to Chief, Pharmacy Service Work Schedule: Monday - Friday 7:30am - 4pm 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. Travel Required: Occasional travel may be required as needed for this position. Position Description/PD#: Administrative Officer/PD919900 Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 07/17/2023. Time-In-Grade Requirement: Applicants who are current Federal employees and have held a GS-11 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. 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. Award SF-50s will not be excepted. 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 as described below: 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: Ability to independently accomplish major duties and responsibilities, provide responses, and make decisions on behalf of the Pharmacy Chief and Assistant Chiefs of functions that do not require clinical training or licensure. Extensive knowledge of functional areas affecting Pharmacy Service such as human resources, acquisitions, financial management and budgeting, contracting, process improvement, supply and property management, and records management. Experience analyzing interrelated issues of effectiveness, efficiency, and productivity of a substantive mission-oriented program(s) Experience developing objectives for long-range implementation of a service; experience developing criteria for evaluating the effectiveness of a service and/ or service programs; Experience demonstrating the use of knowledge of laws, regulations, policies and precedents which affects administrative operations as it relates to analytical techniques essential to a health care operation Experience in financial management including proposal and management of a budget for a complex program/department providing patient care services; and experience in managing and building a workforce based on organizational goals, budget considerations, and staffing needs. Knowledge of terminology applicable to pharmaceutical, medical, human resources, and financial issues. Experience coordinating, developing, and presenting complex reports and correspondence for a wide variety of situations. Experience analyzing the information and presenting clear and concise summary and/or recommendations. Knowledge and ability to oversee human resources components at the Service level - this includes but is not limited to staffing, awards, promotions, position management, training, employee labor relations, and competency program. Ability and knowledge to identify and act upon or recommend appropriate action upon a wide variety of issues encountered by Pharmacy Service - this includes but is not limited to inventory management, human resources, budget and accounting, performance measures, accreditation and compliance, customer service, and academic affiliations. WHEN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Verbiage displayed on your resume or application must contain your own words. You may refer to the specialized experience located within the vacancy announcement, to assist with describing work experiences; however, resumes or applications received that copied verbatim from the announcement will be evaluated and may be reviewed as falsifying your experience or application. 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 primarily sedentary, although some slight physical effort may be required. May require occasional travel which will require a valid drivers license. 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

There is no educational substitution at this grade level.

Contacts

• Address Cincinnati VA Medical Center 3200 Vine Street Cincinnati, OH 45220 US
• Name: Bradley Schultz
• Email: [email protected]