The Administrative Officer reports to the Chief, Education Service at the Robley Rex VA Medical Center in Louisville, KY. The primary purpose of this position is to provide direct support to the Chief for operational processes and resources for Education Service operational areas. This includes management of service-related policies, standard operating procedures, budget, resource management, and reporting requirements.

Duties

The Administrative Officer will also have oversight responsibilities for the facility's tuition reimbursement, travel and training approvals, continuing medical education reimbursement programs. The incumbent's duties include, but are not limited to: Conduct monthly reviews and analysis of fund control points (FCP) for all service sections. Collaborate with the Chief to develop the annual service business plan and budget. Manage all suspense actions assigned to the service. Oversee timekeeping processes. Ensure published service-maintained Medical Center Memoranda (MCM) and service-specific Standard Operating Procedures (SOP) are current and revised as needed. Oversee tracking and completion of equipment, space, and work order requests submitted by service employees. Serve as primary approver for travel requests. Serve as facility's employee survey coordinator. Retrieve and analyze trends in survey data. Teach classes from developed lesson plans for specifically assigned education and training courses. Work Schedule: Monday-Friday, 7:30AM-4:00PM Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD402180 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, 09/18/2023. 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-9 position you must have served 52 weeks at the GS-7. 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. Examples of appropriate SF-50s include: Within grade increases at the highest grade held; or Promotions with an effective date more than one year old; or SF-50s at the highest grade held with an effective date more than one year old. In addition to meeting the Time-in-Grade requirement, applicants must also meet the specialized experience below. Specialized Experience: Applicants 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. Specialized experience are defined as:Assisting in the management of fund control points and Government Purchase Card usage; assist in the development of the annual service plan and budget; Collect data to create reports; Utilize computer software such as MS Word, Excel, PowerPoint, etc., applying administrative functions (i.e. graphics, tables within text, to edit and reformat electronic drafts, update or revise existing databases or spreadsheets); Oversee timekeeping; Maintain an extensive database for tracking, trending and processing requests according to proper guidelines; and Retrieve and analyze trends in survey data. Credible experience may have been gained in a hospital, business office, out-patient clinic, or similar environment. Note: To receive credit for qualifying experience, it must be documented in your resume. 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. Such education must demonstrate the knowledge, skills, and abilities necessary to do the work. (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 beyond one (1) year of graduate education. (TRANSCRIPT REQUIRED) You will be rated on the following Competencies for this position: Computer SkillsEmployee DevelopmentFinancial ManagementOrganizational AwarenessWriting 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, requiring prolong periods of time sitting and working at a computer workstation. The work involves frequent walking, occasional prolonged standing when teaching, and occasional lifting and moving of educational materials, including boxed supplies, books, and equipment. 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 Robley Rex VA Medical Center 800 Zorn Avenue Louisville, KY 40206 US
• Name: Mindy Pomerenke
• Phone: (615) 225-5457
• Email: [email protected]