The position is located in Medical Administration Service (MAS) at the VA New Jersey Health Care System (VANJHCS). As the Administrative Officer (AO) for MAS, the incumbent directs and performs all administrative functions that include administration, human resources management, budget, finance, management and program analysis. In addition office support services, document control, logistics and a variety of related administrative matters in support of a medical facility.

Duties

The Administrative Officer has a broad and thorough knowledge of management practices, principles and techniques. He/she also has knowledge of the services, policies and goals of the medical Department as they pertain to VANJHCS operations. The incumbent has a good understanding of medical departments and possesses good organizational and administrative abilities; has comprehensive knowledge of Engineering, Fiscal and Human Resources procedures; and he/she is familiar with the types of equipment used throughout the facility in order to organize, schedule and complete assignments within the framework of the organizational policy, directives and acceptable practices. The Administrative Officer (AO) assists leadership in handling department matters related to programs such as Equal Opportunity, Merit Promotions, Labor Management Relations, Position Management, Space and Equipment, Human Resources, Training, Procurement and Fiscal responsibilities. The incumbent performs administrative reviews and in-depth analysis such as CMR, 5 year plans, space, utilities, work orders and make recommendations to management. The incumbent is instrumental in departmental manpower utilization, assuring recruitment and retention is maintained within approved ceilings. He/she is responsible for maintaining knowledge of personnel operations, position classification, grievance procedures, performance standards and disciplinary actions. Responsible for the annual review and update of department classified position descriptions. Assists other department staff in preparing organizational and functional charts for review and presentation by the department to higher management for approval. Prepares position descriptions and performance standards for each position. He/she prepares justification for the establishment of new positions or restructuring of position for productivity based upon guidance from the Chief. Reviews personnel actions for compliance with established policy and follows through with the recruitment process. Responsible for the development and oversight of department training/development program. Manages a comprehensive training plan and status reporting for all department employees. Facilitates implementation by investigating and pursuing training opportunities, obtaining funding and advising management, staff and employees on procedures to be followed and implemented to obtain specific short and long range goals. Resolves issues and problems regarding funding, scheduling, attendees and assists with the establishment of priorities and funding sequences. Responsible for constant surveillance, evaluation and analysis of space to ensure its efficient utilization. The AO is responsible for operating within department authorized budget. Evaluates budgetary and fiscal data for consistency with previous estimates; current levels of program operations. Provides coordination, policy interpretation, and guidance for the preparation, revision, monitoring, and evaluation of department budget estimates and full-time equivalent (FTE) needs; compiles, consolidates, analyzes and synthesizes program and administrative support requirements into a unified financial plan in consideration of needs and cost trends of payroll, travel, supplies, training, and related human resources and materials used to support technical programs. Work Schedule: M-F, 8am-4:30pm Compressed/Flexible: Not available Telework: Not available Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD083640 Relocation/Recruitment Incentives: Not authorized Critical Skills Incentive (CSI): Not available Permanent Change of Station (PCS): Not authorized PCS Appraised Value Offer (AVO): 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, 08/29/2023. NOTE: Appropriate SF-50's include (submitted with application): Within grade increases at the highest grade held; or Promotions with an effective date more than one year old; or SF-50's at the highest grade held with an effective date more than one year old. (Time in grade cannot be determine with Award SF50's and you will be automatically disqualified without the correct SF-50) 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-9. 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-9 in the normal line of progression for the occupation in the organization. Qualifying specialized experience would typically include, but are not limited to: assisting leadership with matters related to programs such as Equal Opportunity, Merit Promotions, Labor Management Relations, Position Management, Space and Equipment, Human Resources, Training, Procurement and Fiscal responsibilities. Conducting administrative reviews and in-depth analysis such as CMR, 5-year plans, space, utilities, work orders and making recommendations to management. Maintaining knowledge of personnel operations, position classification, grievance procedures, performance standards and disciplinary actions. Reviewing program data, workload reports, and staffing requests to ensure that acceptable staffing levels are maintained. Managing a comprehensive training plan and status reporting for all employees. Evaluating budgetary and fiscal data? for consistency with previous estimates; current levels of program operations; and anticipated changes in mission, staffing, and funding levels. Assisting with developing, implementing, and conducting audits within and outside the department. Analyzing and reviewing documentation, performing analysis of workloads and properly management reports. Drafting policy and procedure documents, preparing memorandum and reports for top management. Ability to supervise others by setting priorities, assigning work, evaluating work of subordinates and developing subordinates for increased responsibility. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a Ph D. or equivalent doctoral degree, 3 full years of progressively higher-level graduate education leading to such a degree or LL.M. if related. Education at the graduate level in an accredited college or university meets the requirements for positions at GS-11 level. Such education must demonstrate the knowledge, skills, and abilities necessary to do the work. Applicants may substitute education for the required experience 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 level education. Note: One year of full-time graduate education is considered to be the number of credit hours that the school attended has determined to represent 1 year of full-time study. If that information cannot be obtained from the school, 18 semester hours should be considered as satisfying the 1 year of full-time study requirement. Combinations of successfully completed post-high school education and experience may be used to meet total qualification requirements for the grade levels specified in the table. Only graduate education in excess of the amount required for the next lower grade level may be used to qualify applicants for position at grade GS-11. You will be rated on the following Competencies for this position: Administration and ManagementCommunicationLead or SupervisePlanning and EvaluatingWriting 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 mostly sedentary with occasional walking, climbing, stooping, bending and reaching. The work is performed in an office setting. 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.

Contacts

• Address VA New Jersey Health Care System 385 Tremont Avenue East Orange, NJ 07018 US
• Name: Keisha Smith
• Phone: 520-339-8112
• Email: [email protected]