Provides overall administrative and clerical management and support to the assigned EL Paso VA Health Care Systems' (ELPVAHCS) Community Based Outpatient Clinics' (CBOCs). Reports directly to the assigned CBOCs' Primary Care Nurse Manager(s). Accountable for all the administrative activities of the assigned CBOC and serves as a resource person to other Primary Care Nursing staff and CBOC staff, to include Mental Health, Laboratory, Physical Therapy, and Pharmacy.

Duties

Administrative Management Provides for the overall administrative management of the assigned Community Based Outpatient Clinic (CBOC). Provides substantial input into policies and action plans to ensure the CBOC is in compliance with regulatory policies and guidance of ELPVAHCS, VISN 17, VA Central Office (VACO), The Joint Commission, and other entities as appropriate regarding all phases of performance improvement and quality management programs. Interacts frequently with CBOC and ELPVAHCS management and personnel, VISN 17, VACO, and community officials to keep abreast of substantive service issues within the organization. Independently secures the required administrative and managerial support to meet operating requirements. Maintains responsibility for all service correspondence. Prepares, edits and archives all official correspondence requiring the Nurse Manager's signature or approval. Prepares and updates the Annual Operating Plan. Creates and maintains current organizational charts and staffing plans, CBOC Policies, Center Policy Memorandum (CPM) for the CBOC, CBOC Orientation Program, Hazardous Waste and Disaster Plan, Infection Control Policy Safety and Training for the assigned CBOC. Develops, maintains and monitors methods for managing and tracking workload; evaluating, prioritizing and implementing a wide variety and number of projects Monitors a standardized protocol that assures capture of DSS/Workload Data. Recommends corrective action for implementation. Maintains working knowledge of the Personnel Identity Verifications (PIV) badging system and coordinates clearances and access Attends briefings and meetings on behalf of the Nurse Manager in his or her absence. Schedules or coordinates all service meetings, prepares agenda, and prepares minutes for each. Human Resources/Personnel Management Coordinates the personnel management program for the CBOC, performing or overseeing all aspects of human resources requirements. Advises the Nurse Manager and Supervisors regarding procedures, laws, regulations and policies dealing with workforce diversity, recruitment, merit promotion, employee and labor relations, employee career development, human resources training, and other human resources related activities. Monitors, coordinates and tracks all on-going and projected personnel actions and continuously apprises management of status. Completes and reviews reports; analyzes trends, timeliness of processing actions, and status of numerous actions and identifies deficiencies or discrepancies; Advises the Nurse Manager and supervisors of human resources award procedures, policies, and processes for deserved recognition for their employees. Ensures that performance ratings are submitted in a timely manner in accordance with regulatory guidelines. Budget/Fiscal Manages budget formulation and execution for a changing budget of administrative expenses involving different funding sources, and participates with managers in reviewing needs, plans, and goals to develop budget data and justification for review and approval. Advises the Nurse Manager on budgetary and finance issues. Serves as a purchase cardholder and approving official for equipment and commodities procurements to ensure that cardholders adhere to the procurement requirements. Serves as the Control Point Official for numerous fund control points and acts as the Approving Official and/or Alternate Official for purchase card holders in the sub-specialty sections of the CBOC. Sets up and maintains systems to control purchasing and the use of supplies. Space Planning, Property Management, Procurement, & Supply Administration Manages procurement and contracting services for the assigned CBOC. Manages contracting and procurement for small procurements that require varying approaches. Collaborates with Contracting/ Acquisition staff in the preparation of contracts to secure adequate resources to facilitate operations to include determining appropriate costs, performing costs analysis, soliciting bids, writing sole source justifications, and communicating both orally and in writing with contractors. Prepares and reviews purchase order for supplies and non-expendable property such as medical equipment utilized in the delivery of patient care, as well as furnishings for administrative and clinical areas, office automation equipment, etc. Ensures that the CBOC is adequately stocked with office supplies and other consumables that are needed for the effective and efficient operation of the service. Submits and monitors work orders. Prepares presentation materials related to financial, space, and equipment programs. Work Schedule: Monday - Friday 8:00am - 4:30pm Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD01123A Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Authorized Permanent Change of Station (PCS): 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, 08/28/2023. 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-09 position you must have served 52 weeks at the GS-07. 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-07 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: knowledge of mission, organizations, programs, functions and theory of management of health care delivery systems in general, and entitlements and eligibility within the VA health care system in particular; knowledge of regulations and standards of various regulatory and credentialing groups and the ability to reconcile contradictory requirements in preparing staff recommendations and/or in coordinating nursing and administrative services, and providing procurement, budget, and personnel functions; communicates effectively orally and in writing; applies analytical and evaluative techniques to the identification, consideration, and resolution of issues or problems. 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 two full years of progressively higher level graduate education leading to such a degree or LL.B. or J.D., if related. (TRANSCRIPT REQUIRED). OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have a combination of specialized experience and education as described above. You will be rated on the following Competencies for this position: Operations Support Analytical Reasoning Administration and Management Project 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 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: If your school has changed names, or is no longer in existence, you must provide this information in your application.

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 El Paso VA Clinic 5001 North Piedras Street El Paso, TX 79930 US
• Name: VISN 17 SSU USAS Group
• Email: [email protected]