The Administrative Officer for the Lubbock Outpatient Clinic (LOPC) position will demand a high level of administrative expertise across a broad spectrum to meet the needs of this large, complex clinic. The Administrative Officer will report directly to the Chief Medical Officer LOPC.

Duties

The Administrative Officer is responsible for assisting with administrative activities in the clinic and serves as a resource person to individual services for information pertaining to the Outpatient Clinic. The Administrative Officer is also responsible for the coordination of activities of the clinic, assisting the Chief in development of policies, resource allocation and staffing issues. Duties will include, but are not limited too: Review of Medical Center Memorandums pertaining to Outpatient Services. These are to be developed with input from administrative and clinical staff both at the clinics and the medical center. Coordinates, communicates and integrates activities of the clinic with other services as needed concerning the policies. Assist in orientation of new employees. Assist in developing position descriptions, competencies and performance standards for staff under the supervision of the Chief. Assist in preparation of documents for recommending promotion, discipline, incentive awards, and training for staff. Assist Chief Medical Officer (CMO) with special studies, reports, systematic reviews, business plans and management briefings. Assist CMO with researching and updating data (i.e. clinical schedules to determined staffing levels or financial budgets to determine service operating needs, etc.) and trends. Budget/Resource Management: Assists with the management of all resources including authorized FTE, overtime, and fund control points to ensure that resources are within established ceilings and guidelines; may act as Contracting Officer's Representative (COR) for contracts with outside organizations; maintains current information regarding equipment needs and priorities within the clinic; and involved in the development and awarding of contracts as well as, compiling statistics and performing workload analyses required for maintaining contracts and justifying renewals. Serves as COR for building lease. Ensures all aspects of the building are maintained in appropriate condition, including necessary inspections. Also arranges for any repairs/maintenance which is the responsibility of the Amarillo Veterans Affairs Health Care System (AVAHCS). Training and Education Serve as the Training Coordinator for the Lubbock VA Outpatient Clinic employees. Responsibilities include: identifying and determining training needs and priorities, coordinating and scheduling training courses, notifying employees of educational and mandatory training programs, and monitoring employee training records. Organizing monthly offerings of CME and CEU trainings. Identifies and determines training opportunities, priorities, and coordinates training programs. Develops and makes improvements to the training programs after concurrence with the Chief Medical Officer. Provides information concerning available training, schedules for instruction, prepares reports, and helps facilitate courses for an organization having a well-defined mission and meeting its training goals. Safety Serves as the Clinic's Safety Programs Coordinator. The duties include: training and educating staff, updating changes, conducting drills of the Safety and Fire Protection Plan as well as the Emergency Management Plan. Ensures the clinic maintains compliance with accreditation standards of these programs. Serves on the Lubbock Metropolitan Medical Response System Committee. Performs work involving the administration of a Safety and Occupational Health Program. Participates in safety inspections and training sessions. Submits Safety reports in full compliance with regulatory commissions. Provides information to staff and management, keeping the staff updated on the latest safety standards. serves as the Fire and Safety Program and Disaster Program Coordinator. She updates and maintains Fire and Safety Protection Plan and Emergency Management Plan in accordance with VA directives and regulatory compliance for the Lubbock Outpatient Clinic. Chairs the Lubbock Outpatient Clinic Safety Committee and is responsible for conducting monthly meetings and submitting reports to leadership. Serve as the Environment of Care Coordinator for the Lubbock Outpatient Clinic. The responsibilities include: safety training which is to be made available to all employees, and maintenance of appropriate records related to any accidents reported. Serves as clinic point of contact regarding clinic safety programs. Work Schedule: Monday - Friday, 8:00 - 4:30 pm Telework: 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/PD600820 Relocation/Recruitment Incentives: Not Authorized Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 08/07/2023. 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-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 involved assisting with administrative activities in a clinic and serve as a resource person to individual services for information pertaining to the outpatient clinic; coordination of activities of a clinic, assisting in the development of policies, resource allocation and staffing issues; responsible for reviewing Medical Center Memorandums pertaining to Outpatient Services; assists with special studies, reports, systematic reviews, business plans and management briefings; coordinate, communicate and integrates activities of a clinic with other services; assists in developing position descriptions, competencies and performance standards for staff; assist in preparation of documents for recommending promotion, discipline, incentive awards, and training for staff; assists with management of resources including authorized FTE, overtime, and fund control points; serves as Training Coordinator for the clinic and determines training opportunities, priorities, and coordinates training program.: 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 post-high school education and experience may be used to meet total qualification requirements for the grade levels. 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. You will be rated on the following Competencies for this position: Organizational Stewardship Human Capital Management Organizational Awareness Administration and Management Contracting / Procurement Planning and Evaluating 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 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: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.

Note: If your school has changed names, or is no longer in existence, you must provide this information in your application.

Contacts

• Address Thomas E Creek VA Medical Center 6010 Amarillo Boulevard, West Amarillo, TX 79106 US
• Name: VISN 17 SSU USAS Group
• Email: [email protected]