The incumbent serves as the Administrative Officer in the Primary/ Ambulatory Care Service Line at Corporal Michael J. Crescenz VA Medical Center (CMCV AMC) and reports to the Business Manager of Primary Care.

Duties

The incumbent is responsible for performing administrative functions within the designated service line. Establishes internal procedures to secure adequate control in terms of deadlines, progress reports, and directives and uses own initiative in developing procedures which will increase the general flow of information and overcome bottlenecks in the administrative process. 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 Chiefs signature or approval. Exercises independent and creative judgment in accomplishing major duties. This may include interpreting administrative policies, developing local polices, defining administrative requirements, and/or providing advice to the Chief on related issues. DUTIES INCLUDE: Drafts administrative management duties within the Ambulatory Care Service, including policies and plans (strategic and equipment) for review, administrative policies instructing others, data and information to help define administrative requirements and complete action items, and/or advice to Ambulatory Care Service leadership on related issues. Represents, provides input and speaks on behalf of the Ambulatory Care Service at designated medical center committees and taskforces; communicates the views and consensus of the Ambulatory Care Service to other service lines/programs, outside agencies, and visitors when appropriate. Participates in the full range of human resources requirements, including assisting managers with projecting staffing needs, drafting position descriptions, and preparing competencies for leadership review. Reviews, analyzes, and interprets incoming human resource requests. Recommends appropriate action or suggests appropriate alternatives based on knowledge of internal operations, agency policies, budgetary constraints and work priorities. Assists Supervisors with the timely coordination of performance appraisal activities, assuring compliance with labor contracts and VA regulations. Keeps employees/supervisors apprised of available incentive awards and other employee recognition opportunities, assisting in the preparation/submission of necessary documentation. Provides input into the formulation and fiscal administration of the operational budget for the Ambulatory Care Service fund control points, including outpatient supply and travel budgets, and recommends actions as appropriate. Monitors Ambulatory Care Service fund control points throughout the fiscal year and submits budget requests as needed. Researches equipment, inputs equipment requests, monitors equipment inventory lists, and works with supervisors to forecast equipment needs for the Ambulatory Care. Adjusts equipment plans to effectively and cost-efficiently accomplish the Ambulatory Care Service mission within budgetary constraints. Supports the Ambulatory Care Service with the analysis and development of process improvement initiatives. Independently gathers, compiles, coordinates and analyzes operational activities of the Ambulatory Care Service to ensure that both clinical and administrative functions are in compliance with policies, directives, and handbooks issued by VA Central Office, VISN4, and various accrediting and regulatory groups. Develops, monitors, and evaluates the effectiveness and efficiency of the Ambulatory Care Service, including panel sizes, access measures, and supply utilization, and reports significant trends and recommendations for improvements to Ambulatory Care leadership. Takes appropriate action to coordinate with a variety of customers to develop a plan for problem resolution, knowledge management and diffusion of promising practices. Develops and presents to Ambulatory Care leadership with statistical and narrative comprehensive data/reports in a variety of formats (i.e. Excel, PowerPoint, Word) to justify changes in processes and/or procedures. Maintains the Primary Care Dashboard through VSSC data connections, which includes access measures, provider panel measures, telephone measures, and a variety of other measures that impact the operations of Ambulatory Care Service. Serves as a lead in developing staff in process improvement practices Performs other duties as assigned Work Schedule: Monday through Friday 8:00 am - 4:30 pm Compressed/Flexible: Not available Telework: Not Authorized Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD016290 Relocation/Recruitment Incentives: Not authorized Financial Disclosure Report: Not required

Requirements

• You must be a U.S. Citizen to apply for this job
• Designated and/or random drug testing may be required
• Selective Service Registration is required for males born after 12/31/1959
• You may be required to serve a probationary period
• Subject to background/security investigation
• Selected applicants will be required to complete an online onboarding process

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/10/2023. 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. 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 GS-9: 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. 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. OR, Combination: Applicants may also combine education and experience to qualify at this level. You will be rated on the following Competencies for this position: Administration and ManagementAnalysis and Problem SolvingAnalytical ReasoningOrganizational Performance AnalysisPlanning and Evaluating 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 and is usually accomplished while the employee is comfortably seated at a desk or table. Some physical demands such as standing, walking , bending, and lifting. Intermittent travel between campus locations will 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 Corporal Michael J Crescenz Department of Veterans Affairs Medical Center 3900 Woodland Avenue Philadelphia, PA 19104 US
• Name: Tina Otteni
• Phone: (814) 860-2764
• Email: [email protected]