Provides or obtain a variety of management services such as, administrative, management and program analysis, strategic planning, budget and finance, human resource management, supplies, equipment, services, space, and material for the Pathology & Laboratory Medicine Service (PALMS) service line. Represents the service, the Lab Manager and the Service Chief in all administrative, and some clinical matters, that cross service lines in the VA Northern Indiana Health Care System.

Duties

The duties of the Administrative Officer includes but is not limited to: Management Review and Planning 35% Provides the Service Chief and Lab Manager with full information and specific recommendations concerning administrative aspects of managing the Pathology & Laboratory Medicine Service (PALMS) line. Participates in management meetings and represents the Service Chief or Lab Manager. Assists the Service Chief and Lab Manager in resolving day-to-day issues related to the function of the service. Assists to update policies (i.e. budget and fiscal management; supply, service and equipment procurement; personnel and workforce utilization; contract negotiation; construction & renovation; and space utilization) that are related to the service line. Prepares and analyzes statistics and administrative reports relevant to service line including administrative reports for oversight agencies, investigation documentation and corrective action plans for Quality Management, epidemiology data for State Lab and the CDC. Participates in the recurring systematic review of the overall service activities to ensure adherence to policies and procedures. Serves as a liaison between Facilities Management for all properties issued. Participates in the development of the position descriptions; prepares HR documentation to bring new employees onboard; participates in orientation, training, etc. Analyzes workload for resource planning and for all equipment orders, deliveries, and problems that may arise. Develops, evaluates, and modifies organizational structure and systems to achieve program goals. Designs and implements continuing education program to meet needs of staff and students to comply with CLIA'88, VHA and accreditation agencies requirements. Budget Administration and Contract Management 35% Possesses full authority for and manages all fund control points. Gathers and analyzes budget needs of the service line and supervises all phases of budgeting within administrative requirements. Performs budget execution functions to ensure that expenditures are consistent with budget formulation plans as the fiscal year progresses. Assembles and compiles budget information and maintains a running account of funds allocated and expended in all sub accounts. Plans a system of internal control which assures the fiscal management will be maintained on a sound basis in accordance with generally accepted accounting practices. Applies tracking codes to accurately map labor and equipment expenses. Serves as a certified Contracting Officer's Representative (COR) for contract development and management of quality monitoring. Program Administration 10% Leads in administrating programs concerning such matters as merit promotion, labor management relations, and position management. Ensures that performance reviews are submitted in a timely manner in accordance with regulatory guidelines. Complies with EEO objectives by providing written responses to investigations and requests for information. Discusses, investigates, and responds to employee grievances and dissatisfactions to resolve conflicts. Accreditation Program Administration 10% Perform audits necessary for continued accreditation, conducting the review and assembling of data for approval. Prepares all necessary documentation for accreditation processes. Ensures annual licenses of department are current; initiates purchase orders for payment of annual fees for accreditation; participates in annual site inspections. Reviews staff's qualifications and ensures appropriate competency documentation to satisfy accreditation standards. Purchase Card Holder 10% Ensures that all procurements utilizing the purchase card are within the authorized spending limits and documented with a Purchase Card order. Performs reconciliations and ensures that charges corresponding to Purchase Card Orders are correctly reconciled with the purchase order within 30 days. Performs appropriate market research and documents the same to ensure compliance with socio-economic goals. Work Schedule: Monday to Fridays 7:30am - 4:00pm Compressed/Flexible: No Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD919330 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved 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, 09/05/2023. 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-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. 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: GRADE DETERMINATION GS-11 1. Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-09 in the normal line of progression for the occupation in the organization. Specialized experiences must meet all of the following: 1) Experience as COR or purchase card holder; 2) Keeping meeting minutes; and 3) Utilizing computer programs (i.e. Microsoft Office), OR, 2. Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have either of the following: PhD or equivalent doctoral degree, OR Three full years of progressively higher level graduate education leading to such a degree OR, 3. Combination of Education or Experience: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond a Bachelor's degree. You will be rated on the following Competencies for this position: Administration and ManagementBudget AdministrationManages and Organizes InformationPlanning and EvaluatingWorkforce Planning 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. Work Requirements: Work is typically performed in an adequately lighted and climate-controlled office. May require occasional travel. 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 Northern Indiana HCS 1700 East 38th Street Marion, IN 46953 US
• Name: Henry Chen
• Phone: 646-469-5108
• Email: [email protected]