Position serves as Administrative Officer to Chief of Staff office. The incumbent performs analytical and evaluative administrative duties including budgeting, procurement and contract administration, human resources management, space and equipment utilization, travel, property and records management.

Duties

Duties include and are not limited to: Provides direct administrative support and collaboration with other clerical and administrative staff within Chief of Staff Office to support administrative services. Coordinates administrative functions with the clinical services which report directly up to the Chief of Staff including but not limited to: Medicine, Medicine Sub-Specialties, Primary Care, Telehealth, Radiology, Anesthesiology, Surgery, Social Work, Mental Health, GRECC, Physical Medicine and Rehabilitation, Pharmacy, Dental and Research. Collaborates with the business operations side of the organization including Finance, Human Resources, Logistics, Environmental Services, Patient Administration Service, etc. Assists with organizational, functional and staffing charts; annual budget, overtime requests, incentive awards, fund control points, EIL inventory, and the like. Serves on Medical Center special projects, process actions teams, leadership focus groups, etc. as assigned. Is responsible for recruitment and interview activities, assisting with the organization of peer review of clinical staff, clinic profiles/set-ups and/or management, data management, retrieval and validation, employee records/files, orientation of new staff, and is the timekeeping official for Time and Attendance. Also, drafts and reviews service policies, plans and procedures, reviews and updates the Chief of Staff Office Emergency Preparedness Plan, Fire and Safety Plan, ADP Contingency Plan, etc. In addition multiple duties related to the following are assigned: Managers Administration and Management Work - The incumbent will develop and coordinate internal review systems to assure that both clinical and administrative activities comply with agency requirements. Incumbent will review, analyze and interpret incoming requests, recommend appropriate action or alternatives based on knowledge of internal operations, agency policies, budgetary constraints and work priorities. Manages administering programs concerning such matters as equal opportunity, merit promotion, and position management. Administrative Management - Provides for the overall administrative management for the organization. This may include interpreting administrative policies, developing, implementing local policies, and/or providing advice to management on related issues. Performs administrative management requirements for a medium-sized organization with several subdivisions or functions. This includes applying administrative policies, maintaining various systems, and handling travel or other staff requirements. Program Analysis - The incumbent 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. Handles requests for information and resolves or assists in resolving a variety of problems. Independently triage the importance of issues, identify key staff as resources, and make prompt decisions on matters, conforming to Service expectations and established regulations. Develops and performs comparison studies on a variety of systems and programs to analyze, identify, and make recommendations regarding the performance and effectiveness of existing programs and processes. Evaluates workload distribution. Reviews directives from higher authorities and advises on potential impact to clinical operations. Office Automation - Provides administrative support as liaison for the Chief of Staff's office. Manages schedules, makes appointments and coordinates meetings and conferences on behalf of the Chief of Staff. Finalizes correspondence prepared on behalf of the Chief of Staff. Work Schedule: Day shift: 7:30-4:00 / 8:00-4:30 Telework: 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 (Chief of Staff Office)/PD101450 Relocation/Recruitment Incentives: Not Authorized 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. 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. You may need to provide an additional SF-50(s). In addition The applicant must be able to demonstrate the knowledge and skills necessary to complete the duties of the position. Such knowledge and skills are identified in the Competence Assessment Checklist of the position and include knowledge and skills in: - Communication and interpersonal relations, including the ability to appropriately and courteously relate to internal and external customers - Maintenance of confidentiality of patient/employee information, electronic and print. - The medical center performance improvement program. - How to work and function in the medical center in a safe manner, including infection control and the correct operation of equipment. Review the following required Knowledge, Skills and Abilities, then, address your relatable skill in your resume. Provide GREAT detail. Knowledge of formal medical business structure, missions, programs, and organizational relationships involving key personnel and lines of authority. Knowledge of innovative business management and organizational principles; practices, theories and concepts to include a wide range of methods for program assessment. Knowledge of qualitative and quantitative methods sufficient to perform efficacy assessments, to verify, analyze, and correlate complex data, recognize trends, forecast potential difficulties, as well as evaluate the value of exiting, new or modified program activities and initiatives. Ability to communicate to explain and support recommendations for improvements. Ability to negotiate to collaborate with, and motivate, health care providers and other staff. Knowledge of acquisition and budgeting guidelines and processes. 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 in order to properly plan, organize and direct work. Knowledge of multi-agency missions, goals and objectives that may conflict in order to foresee problems, establish proper sequencing and timing of key program events and milestones supported by studies and evaluations regarding departmental operations and activities. Knowledge of reimbursement systems equivalent to the VERA reimbursement system sufficient to monitor the financial performance of services via VERA, MCA, etc. ensuring cost effectiveness for services provided. Knowledge of work measurement methods and techniques, and ability to adapt these tools, to develop staffing standards covering complex program functions, and to evaluate the timeliness of work operations and non-productive time. Skilled in the use of computer software equivalent to Microsoft Word, Excel, Power Point, Access, Outlook, and VISIO. General knowledge of a range of functional area such as purchasing, supply and property management, records management, financial management and budget, and related administrative areas. Knowledge of all services under the Chief of Staff Office as well as their missions, functions, goals, objectives, and clinical operations; basic knowledge of the fundamentals of medicine and safety and administration of academic and research programs; the organizational structure and individual program responsibilities and relationships with the medical facility. Knowledge of administrative concepts, principles and practices sufficient to foresee problems, perform studies designed to evaluate procedures/processes, and develop and recommend ways to improve effectiveness, efficiency, and timeliness of work operations. Ability to plan, organize, and develop studies or projects; make recommendations on substantive operating programs; and negotiate effectively. Skill in interpersonal relationships to conduct interviews and gather data, interpreting and presenting this data in many formats. Ability to identify problem and potential problem areas based on daily observance or studies; analyze and measure the effectiveness, efficiency, and productivity of the administrative programs and clinical operations; and, to develop written and oral recommendations for improvement. Ability to communicate effectively, both orally and in writing Ability to analyze health care issues, recommend strategies, and evaluate the effectiveness Knowledge and skill in applying analytical and evaluative techniques detect, deliberate, or resolve issues with practices or policies Ability to manage day-to-day operations and triage/prioritize immediate needs, including troubleshooting a wide variety of issues. General Knowledge of lean systems thinking (VATAMMCS). This can be learned on the job. Knowledge of various data resource tools including, but not limited to, CDW, VSSC, OPES, MCA, IPEC, OQP, VISTA programs. Knowledge of mentoring principles and practices. You will be rated on the following Competencies for this position: Administration and ManagementAttention to DetailCommunicationsCustomer ServicePersonnel and Human Resources 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). Employee has contact with others face-to-face, written, e-mail, and telephone. 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

There is no educational substitution at this grade level.

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 William S Middleton Memorial Veterans Hospital 2500 Overlook Terrace Madison, WI 53705 US
• Name: Lisa Maddox
• Phone: 608-256-1901 X18603
• Email: [email protected]