This position is located in the Business Administration Service (BAS) Chief Office, VA Palo Alto health Care System in Menlo Park. The Incumbent will serve as the Administrative Officer for the entire service. BAS comprises of Member Services, Beneficiary Travel, Veteran Transportation Service, Health Information Managements Service, Decedent Affairs &, Business Analytics.

Duties

Personnel Administration and Management Work Incumbent directs all administrative activities of the Service including budget and financial management; human resource management and program management and evaluation assuring the administrative functions are integrated in order to provide optimum utilization of resources. The incumbent serves as a key member of the service leadership team, actively participating in the development of overall management objectives and philosophies necessary for the attainment of optimum efficiency in providing health care to our veteran population. This position manages a large, diverse program that provides health care services essential to the mission of this Health Care System. The Incumbent independently directs the personnel management program for HAS, performing and overseeing the full range of human resources requirements. Budgeting/Financial Management Work Develops budget estimates for management; includes budget formulation, justification, execution, and approval of various fund control points, financial management; and financial reporting. Provides advice to management and program personnel on budgetary and finance issues. Manages budget formulation and execution for a changing budget of administrative and purchased medical care expenses involving different funding sources. Analyzes Federal budget calls, reviewing guidelines and instructions. Prepares budget package for submission to the budget office and responds to all questions from that office. After budget has been approved, directs execution. Procurement/Contracting Manages procurement and contracting for the organization, specifically Health Administration Service. This may include preparing procurement requests, evaluating proposals for work, serve as a COR for procurements, and/or maintaining procurement and contracting records. Manages contracting and procurement for services and goods that require varying approaches. He/ She works closely with the VISN and Facility Contracting Office to ensure compliance with Federal Acquisition Regulations (FAR). Initiates and prepares 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. Program Analysis Program analysis activities are primarily involved with evaluating the effectiveness of operating programs in achieving an organization's objectives. Fact finding and analysis involves a review of the supporting services and reporting findings to management. Develops, maintains, and monitors integrated reporting systems affecting various program functions and operations that are extensively interrelated. Evaluates program operations and milestones and communicates findings to management. HR Management: Collaborates closely with other services, executive leadership and supporting services. Conducts and directs special studies and analyses of complex problems in relation to staffing requirements, space, equipment utilization, organizational alignment, and other areas of concern both within the service and Health Care System wide. Identifies need for and recommends major equipment acquisition and replacement with consideration being given to timeliness of acquisition and cost effectiveness of new equipment as opposed to enhancement apparatus. Performance Management: Incumbent ensures compliance with all applicable accrediting organizational standards. Maintains a constant surveillance of service compliance with standards of the Chief Business Office (CBO), VISN Business Implementation Management, Joint Commission on Accreditation and Healthcare Organizations and other accrediting and regulatory agencies. Technical: This position requires knowledge of administrative principles. Incumbent must have a broad and in-depth knowledge of programs to effectively carry out the varied management aspects of the position. The incumbent must keep abreast of new and existing technical and administrative concepts and analyze them with the needs of the VISN and Health Care System in mind. The ability to analyze the competing demands for resources is extremely important and must take into account valid measures of productivity, quality, timeliness, and responsiveness to customer needs and expectations. Work Schedule: Full time M-F 8:00-16:30 Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD069460 Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 09/26/2023. 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: 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. Examples of specialized experience would typically include, but are not limited to: Knowledge of pertinent laws, regulations, policies and precedents nationally, regionally and locally which affect administrative operation. Knowledge of major issues, program goals and objectives, work processes and administrative operations of the organization. Knowledge of organization, programs, missions and functions of the Veterans Health Administration along with knowledge of analytical and investigative techniques essential to health care operations. Assignments require skill in conducting detailed analyses of complex functions. Work requires considerable inter-personal skills in presenting staffing recommendations and negotiating solutions to disputed recommendations. Knowledge of qualitative and quantitative techniques for analyzing and measuring the effectiveness, efficiency, and productivity of technical programs, along with knowledge of the mission, organization and work processes of programs throughout Veterans Health Administration, complex trauma facilities, or equivalent, and the relationships of administrative support activities (e.g. data processing, accounting, budget) to such missions. Knowledge is applied in conducting studies, analyzing findings, and making recommendations on substantive operating programs. The work r??quires skill delivering briefings to managers to encourage understanding and acceptance of findings and recommendations. Thorough knowledge of VHA operations, objectives, and policies along with a comprehensive knowledge of management and organizational techniques, systems and procedures is essential. Such knowledge is applied in performing a wide variety of analytical studies an projects related to management improvement, productivity improvement, management controls, and long-range planning. Assignments include: developing guidance on techniques for management and methods improvement; analyzing and advising on proposed reorganizations or realignment of functions; and developing manuals and directives covering the administrative aspects of their service. Knowledge of personnel management for non-clinical staff for all types of appointments, disciplinary actions, administration of leave, and other actions. Demonstrates ability to communicate effectively, both orally and in writing, in order to gather information, present findings, present recommendations, and coordinate activities. Knowledge of the principles and practices of health care administration and delivery system and the ability to apply this knowledge to solve unique problems. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have Ph.D. or equivalent doctoral degree or 3 full years of progressively higher level graduate education leading to such a degree or LL.M., if related. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education. You will be rated on the following Competencies for this position: Administration and ManagementCustomer Service (Clerical/Technical)LeadershipOrganizational Stewardship 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 majority of the work is sedentary, although some slight physical effort may be required. Work is typically performed in an office setting. Occasional travel may be required. 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 Palo Alto VA Medical Center 3801 Miranda Avenue Palo Alto, CA 94304 US
• Name: Eugene Jacobs
• Email: [email protected]