The incumbent serves as Administrative Officer (AO), Radiation Oncology in the VA New Jersey Health Care System (VA NJHCS) and is responsible for the administrative duties and coordination of activities related to the operation of the department. The Administrative Officer functions on behalf of the Chief, Radiation Oncology and maintains considerable responsibility in the administrative management of Radiation Oncology.

Duties

Many of the incumbent's responsibilities are self-initiated or are continuing responsibilities which the incumbent must personally monitor and follow. The AO works in the most complex category (lc) of healthcare facility in the VA system. The VANJHCS is a complex, highly affiliated tertiary referral medical center with a very active research program, serving veterans residing throughout the states of New Jersey, northeastern Pennsylvania, and parts of New York. The incumbent directs the personnel management for Radiation Oncology, while carrying out the full range of human resources requirements. S/He acts as the liaison with HR concerning personnel-related matters. The incumbent is the technical expert on all HR related actions for the services, and is responsible for projecting staffing needs, writing position descriptions, developing job analyses, and then keeping track of job postings for open positions, reviewing applicant CVs, organizing materials for interviews, scheduling interviews with the selection panel, documenting final selections. The incumbent is the technical expert and is responsible for preparing performance plans and appraisals, completing award requests, keeping track of nursing proficiency reports, drafting OPPEs and FPPEs based on provided raw data, processing training requests, maintaining credentialing data and drafting disciplinary and adverse actions. S/he Informs higher level management of anticipated staffing variances and recommends promotions, reassignments, or other personnel changes such as retention or release of probationary employees, periodic step increases, and recommending recognition of superior performance of the non-physician staff. Recommends appropriate action and suggests appropriate alternatives for staffing of new satellite clinics or initiation of new procedures or programs associated with radiation oncology. The incumbent is responsible for the budgeting and financial management of Radiation Oncology including budget formulation, justification, and execution. Manages service financial control points, contracts, and agreements. This includes development of annual budget requirements and monitoring and oversight of service expenditures (control points) for personnel and supplies to ensure concurrence of allocated budget and expenditures. Works closely with Medical Center financial staff to ensure appropriate funding for service operations. Manages the employees involved in ordering supplies and then the signing off on the receipt of such supplies and finally makes sure the POs were paid. Continually reviews funds in FCP throughout year to make sure that they are being debited as appropriate whether on contract or through logistics and informs fiscal when it appears that revisions must be made and monies returned to general facility budget or patient needs exceed budget and requests for more funding must be made. Reviews clinics for accuracy regarding stop codes, profiles, etc. They evaluate and project workload trends as they impact budget, recommending adjustments to bring planned expenditures in line with actual expenditures. The incumbent manages procurement and contracting for Radiation Oncology. This includes preparing procurement requests, evaluating proposals for work, acting as a Contracting Officer's Representative (COR), and/or maintaining procurement and contracting records. Initiates and prepares contracts to secure adequate resources to facilitate operations to include determining appropriate costs, performing cost analysis, soliciting bids, writing sole source justifications, and communicating both orally and in writing with contractors. The incumbent prepares and reviews purchase orders for supplies and non-expendable property such as equipment, to include personal computer hardware and software and other specialized equipment necessary to the effective functioning of Radiation Oncology. The incumbent represents Chief, Radiation Oncology at medical center meetings, including CEB and Director's staff when he/she is unable to attend. The incumbent provides for overall administrative management of the Radiation Oncology Service, interprets administrative policies and procedures, develops and/or implements policies, defines administrative requirement and provides advice to top management on related issues. Serves as the direct liaison between Radiation Oncology Service and supportive services such as OI&T and Biomedical Engineering to maintain continued operation of the Radiation Oncology Service. Other duties are performed as assigned, including coordination of new offsite clinics for follow ups and consultations at outlying CBOCS trying to utilize free clinic time which may be sporadic but would provide more convenient locations to veterans for follow up appointments. Work Schedule: M-F 7:30am-4:00pm Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD19770O Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/16/2023. 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-9. 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: Investigating and gathering information to ensure compliance with regulations and identify waste and abuse to improve program efficiency on an ongoing basis. Knowledge of and skill to apply budgeting concepts necessary to project program viability under continuously changing program requirements. Technical knowledge of services and programs with the service, VA program goals and objectives. Comprehensive knowledge and direct experience regarding operations and administrative functions, labor unions, HR policies and personnel policies. Skill in applying analytical and creative thinking to situations and 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 graduate education in excess of the amount required. . You will be rated on the following Competencies for this position: Administration and ManagementAttention to DetailCommunicationDecision MakingInformation ManagementProblem SolvingReading Comprehension 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: Work is primarily sedentary, although some slight physical effort 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 VA New Jersey Health Care System 385 Tremont Avenue East Orange, NJ 07018 US
• Name: Kelli Bencic
• Phone: 716-458-6982
• Email: [email protected]