This position is located in the Associate Director Office of the Jesse Brown VA Medical Center, a complexity level 1b facility in Chicago, IL. The incumbent serves as Administrative Officer to the Assistant Medical Center Director (AMCD) who is a member of the Executive Leadership Team and has exercising line authority over several administrative support service operations and functions of the hospital.

Duties

Major Duties Developmental Level- GS-7: The incumbent serves in a developmental capacity at the GS-7 grade level. Key functions will be similar to those described at the full performance level (GS-9) of the target position. However, during the developmental assignment, full performance range and level of selected functions will not be completely delegated to the employee until proper orientation and training have been completed and the Administrative Officer has demonstrated the knowledge, skills and abilities necessary to accomplish the work at the full performance level. Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level. Duties at the Full Performance Level GS-9 include: Administration and Management: - Develop and coordinate internal review systems to ensure both clinical and administrative activities comply with agency requirements. - Manages administering programs concerning such matters as equal opportunity, merit promotion, and position management. - Supports assigned projects, conducting evaluation of project research operations including collection, analysis, and management of data. - Compiles information for the preparation of statistical and narrative reports as assigned. Performs trend analysis and complete other routine or special reports. - Supports the Assistant Medical Center Director (AMCD) Office with administrative assignments to include but not limited to timekeeping management/monitoring, Equipment Inventory List (EIL) maintenance, and Talent Management System (TMS) Administrator duties. Communicates, interprets, and advises on federal and agency personnel policies, regulations and procedures related to training. - Communicates, interprets, and advises on federal and agency personnel policies, regulations and procedures related to training. - Ensures all processes in employee performance management are carried out in a timely manner and properly documented, reviewed, and signed by applicable parties. - Projects staffing needs, writes, and develops job analyses, preparing performance plans and appraisals. - Assesses the productivity, effectiveness, and efficiency of the AMCD Office to analyze or resolve problems in the workflow, as well as efficacy of administrative support functions and staff productivity and activities. - Coordinates continuing education for the AMCD Service line to ensure all employees receive adequate and timely education related to safety inflectional control, mandatory training, etc. - Coordinate activities with Strategic Growth Office, Business Development Office, Patient Administration Service, Fiscal and Community Care Departments as it pertains to activities associated with the clinical services of the hospital reporting to the AMCD. - Provides oral and written reports and recommendations to the AMCD and other members of the Executive Leadership Team. - Applies administrative policies, maintaining various systems, and handling travel or other staff requirements. - Shares responsibility for maintaining the hospital memorandum, standard operating procedure program. - Has the primary responsibility for planning, preparing agendas, and giving notice of, all meetings of the AMCD and attending all meetings of the AMCD, determining, or advising upon parliamentary-type issues as they arise during the meeting, recording all votes and the minutes of all meetings in records kept for that purpose, and safely keeping such records. Program Analysis: - Provides administrative support to ensure compliance with national and VA requirements to include, but not limited to, the Office of the Inspector General, The Joint Commission, and visits by Veteran Service Organizations. - Processes requests for information or action and resolves or assists in resolving a variety of problems. - Review information and applies standard analytical techniques and develops recommendations for improvement. Office Automation: - Manages schedules, makes appointments, and coordinates meetings and conferences on behalf of the AMCD and Health System Specialist. Finalizes correspondence prepared by the AMCD or Health System Specialist. - Triages telephone calls and visitors to the AMCD, Health Systems Specialist, and members of the Executive Leadership Team. Resolves customer concerns and/or complaints. - Performs other duties as assigned. Work Schedule: Monday through Friday - 8:00 AM to 4:30 PM. Telework: Not Authorized Virtual: This is not a remote/virtual position. Position Description/PD#: Administrative Officer/PD235030 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, facility applicants must meet all requirements within 30 days of the closing date of this announcement. Non-facility applicants must meet all requirements by the closing date of this announcement, 10/19/2023. 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-07 position you must have served 52 weeks at the GS-05. For a GS-09 position, you must have served 52 weeks at the GS-07. 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: GS-07 Specialized Experience: Applicants must have one (1) full year of specialized experience that equipped you with the particular knowledge, skills, and abilities to perform successfully the duties of the Administrative Officer at the GS-7 level. To be creditable, this experience must have been equivalent to at least the GS-05 level in Federal service. Specialized experience related to this position includes demonstrated knowledge and experience working with software programs such as Word, Excel, Access, Power Point, as well as data analytics programs to gather pertinent data, analyze problems, identify significant factors, and recognize solutions; develop, analyze and present data to audiences; experience in performing analytical and evaluative administrative duties including budgeting, procurement and contract administration, human resources management, space and equipment utilization, travel, property and records management, and related administrative support services. --OR-Combining Specialized Experience and Education - GS-7 - Equivalent combinations of experience and education are qualifying for this position. TRANSCRIPTS REQUIRED. GS-09 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; experience in positions that required substantive administrative support functions such as budget, finance, space planning, property management, supply and general administration management, personnel, procurement, and contracting; experience with qualitative and quantitative methods sufficient to perform efficacy assessments, to verify, analyze, and correlate data, recognize trends, forecast potential difficulties, as well as evaluate the value of exiting, new or modified program activities and initiatives. Knowledge of a range of administrative laws, policies, regulations, and precedents applicable to the management of one or more programs and ability to interpret and apply new legislation requirements onto program goals, actions, and services to properly plan, organize and direct work. --OR--Combination Education and ExperienceGS-09: 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 ReasoningBudget AdministrationPlanning 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, although some slight physical effort may be required. This work may also include walking distances between buildings, carrying/lifting small and/or lightweight office type equipment (e.g., copy machine, fax machine, telephones, audiovisual equipment, conference call equipment, personal computers, scanners, and printers). Work Environment: Work is typically performed in an adequately lighted and climate-controlled office. May require occasional travel. Occasionally will be expected to work alone in the office setting. Employee is also expected to perform duties that may involve spending time on psychiatric patient care units and outpatient clinic areas with nursing staff and/or other clinical/professional/clerical staff. 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

Substitution of Education for Specialized Experience - GS-7: One (1) full year of graduate level education or superior academic achievement. Such education must demonstrate the knowledge, skills, and abilities necessary to do the work of the position and been obtained at an accredited college or university. Superior Academic Achievement is based on class standing, grade-point average, or honor society membership. Class Standing - Applicants must be in the upper third of the graduating class in the college, university or major subdivision, such as the College of Liberal Arts or the School of Business Administration, based on completed courses. Grade-point Average - Applicants must have a grade point average of 3.0 or higher out of a possible 4.0 as recorded on their official transcript, or as computed based on 4 years of education, or as computed based on courses completed during the final 2 years of curriculum; or 3.5 or higher out of a possible 4.0 based on the average of the required courses completed in the major field or the required courses in the major filed completed during the final 2 years of the curriculum. Election to membership in a National Scholastic Honor Society - Applicants can be considered eligible based on membership in one of the national scholastic honor societies listed by the Association of College Honor Societies. NOTE: TRANSCRIPTS REQUIRED

Substitution of Education for Experience GS-09: 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.

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 Jesse Brown Department of Veterans Affairs Medical Center 820 South Damen Avenue Chicago, IL 60612 US
• Name: Woa Townsend
• Phone: 317-988-0059 X180059
• Email: [email protected]