This position is organizationally aligned to the Environmental Management Department, at the Edward Hines Jr. VA Medical Center in Hines, IL . The primary purpose of this position it to provide administrative and management related support by analyzing, evaluating, advising, and/or conducting administrative processes and activities for the Environmental Management Service Line.

Duties

Major Duties: Provides the overall administrative management of the Ambulatory Care Operation Service. Exercises autonomy in performing a full range of administrative managerial activities and responsibilities, including resource management and allocation, budget development, cost accounting, program evaluation and performance improvement of the overall administrative and operational functions of the Service. Coordinates long-and-short term reviews of the goals of the service, many of which require an evaluation of budgetary, supply, personnel, space, and equipment requirements as well as an analysis of the impact on services outside of the service utilizing qualitative and quantitative techniques. Retrieves and gathers confidential data, organizes it, prepares it for Ambulatory Care Operations Director (ACOD) to inform individual assessments and meetings with Executive Team members. Assists in producing and maintaining both internal and client- facing reports that recognize patterns in data. Designs, organizes, and maintains databases and filing systems. Independently compiles and prepares weekly, monthly, quarterly, and annual schedules, calendars, and reports related to the tracking of projects. Works with ACOD to accelerate strategy implementation and change by means of the analysis and evaluation of the meaning and outcomes of national, VISN, and/or local data collection efforts regarding employee or customer satisfaction with organizational/cultural outcomes. Utilizes data, interprets statistical information, and communications a narrative with data to inform strategy, planning, and interventions both short and long term. Coordinate activities of the ACOD in support of all Sections within ACO. Develops and maintains an integrated reporting system, and communicates information from all activities to the ACOD and Section Chiefs within the Service Line. Responds to requests for information or assistance in a timely fashion by facilitating the accumulation of necessary expertise from other sources. Tracks and prepares final responses to internal and external ACO suspense and action items. Suspense and action items will be presented in a final form accurate in terms of content, grammar, punctuation, and spelling to ACOD for final approval. ADPAC and PIV sponsor for ACO personnel. Acts as primary timekeeper for ACOD Direct Reports: Orders office supplies, arranges for maintenance of office equipment for the department. Conducts follow up to assure completed work provides a safe work environment. Addresses and resolves routine and difficult logistical issues such as work orders. Coordinates the personnel management program, performing or overseeing the full range of human resources requirements. Acts as the liaison with the facility Human Resources Management Service concerning personnel-related matters. Assists the Chief(s) of Service to ensure employees are compliant with established policies and programs. Assists managers and staff in projecting staffing needs, writing position descriptions and/or functional statements, developing job analyses, preparing performance plans and appraisals/competencies, processing training requests, and drafting disciplinary and adverse actions. Coordinates submission of performance reviews and proficiency reports. Maintains appropriate personnel files per facility/agency policy. Updates and maintains the service's organizational/functional and staffing charts. Provides for budgeting and financial management. Monitors balances and status of projects and recommends/justifies realignment of funds as needed. Reviews financial reports and resolves discrepancies with the appropriate accounting office. Serves as Contracting Officer Representative (COR) for Respiratory Service for short- and long-term contracts, equipment planning, and purchasing. Serves as an approving official and complies with all the acquisition regulations. Work Schedule: Monday through Friday 8:00am - 4:30pm Telework: Not eligible for tele Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD09288O Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): 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, 09/29/2023. 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. 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: At least one (1) full year of experience equivalent to the GS-7 level. Specialized experience is defined as experience that equipped the applicant with the particular knowledge, skills and abilities to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled. For this position, specialized experience consists of: Experience in positions that required knowledge and skill in applying analytical and evaluative methods and techniques to resolve issues or problems; skill in the use of computer software equivalent to Microsoft Word, Excel, Power Point, Access, Outlook and databases; ability to create spreadsheets, track initiatives, retrieve organizational program data, create/compile reports, and produce charts and graphs; experience in positions that required substantive administrative support functions such as budget, finance, supply and general administration management, and personnel management; experience in positions that required knowledge of qualitative and quantitative analytical techniques to analyze both administrative and operational problems, and present written and oral recommendations; and working knowledge of advanced management principles, organizational theory, analytical and statistical methods, planning methodologies, budgeting and resource management. OR Substitution of Education for Experience: Masters or equivalent graduate degree, or successful completion of two (2) years of progressively higher-level graduate education leading to such a degree, or LL. B or J.D., if related and if such education demonstrates the knowledge, skills, and abilities necessary to do the work of this position. Education must have been obtained in an accredited college or university, may be substituted to qualify for this grade 9, Administrative Officer position. One year of full-time graduate education is considered to be the number of credit hours that the school attended has determined to represent one (1) year of full-time study. If that number cannot be obtained from the school, 18 semester hours will be considered an academic year of graduate study. Part-time graduate education is creditable in accordance with its relationship to a year of full-time study at the school attended. NOTE: TRANSCRIPTS REQUIRED. OR Combination Education and Experience: Equivalent combinations of successfully completed graduate education and specialized experience directly related to the work of the Administrative Officer position, which may be substituted to meet the experience requirements of the position. For example, 6 months of appropriate specialized experience equivalent to GS-07 (50 percent of the experience requirement for GS-9) and 1 year of successfully completed graduate education (18 semester hours), as is describe above, (50 percent of the education requirement for the GS-9) would qualify for a GS-9 position. NOTE: TRANSCRIPTS REQUIRED. You will be rated on the following Competencies for this position: Administration and ManagementAnalytical ReasoningAttention to DetailCommunicationDecision Making 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. It occasionally requires carrying of light objects such as files, books and papers; some walking, standing and bending. No special physical qualifications are required. Working Conditions: The work is typically performed in an adequately lighted and climate-controlled 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 Edward Hines Junior Hospital 5000 South 5th Avenue Hines, IL 60141 US
• Name: Christina Johnson
• Phone: 757-254-8574
• Email: [email protected]