The incumbent serves as the Administrative Officer for the Office of Performance Measurement and Improvement (OPMI), and exercises direct supervisory control and responsibility for the administrative support staff. The incumbent reports directly to the Director/Chief of Quality Management.

Duties

The incumbent's role is to coordinate and integrate administrative requirements from multiple programs and or services throughout the entire VA NJHCS. The incumbent is responsible for management/administrative functions that include budget, finance, space planning, property management, supply, and general administration management for OPMI. The incumbent works with the Director/Chief of Quality Management to develop long and short-term goals for the service, to include the formulation of the service's strategic plan. Administrative Management of an Organization Performs and monitors dynamic administrative requirements for multiple program elements/functions impacting all services and programs of the VANJHCS that are coordinated by OPMI. These include a variety of functions with different standards that cross clinical and administrative boundaries. The functions include but are not limited to quality assurance, regulatory affairs, patient safety, medical staff affairs, risk management, performance planning and performance improvement. The position is responsible for: coordinating scheduled and ad hoc meetings; ensuring time and attendance is completed by the designated timekeepers in accordance with VA policies and guidelines; managing executive correspondence, to Include responding to Congressional inquiries; submitting and tracking work orders. In conjunction with the service Chief the incumbent coordinates all personnel management function within the service. The position requires the construction of position descriptions, performance plans, qualification standards, job analysis, disciplinary/adverse actions, and any personnel action requests. Coordinates and monitors all OPMI recruitment actions through the Human Resource Management Service. Works with the Accreditation Specialist to support OIG Combined Assessment Program or other OIG reviews requiring coordination between and among clinical and administrative services, specialized programs and/or VISN coordinated activities (such as contracting or Home 02). Conducts facility wide inspections for compliance. Space Planning, Property Management, and Supply Administration Coordinates all aspects of office moves, office construction, and other facility improvements including furniture, equipment, telephones, and short-term storage. Works with other facility services to arrange and coordinate such activities. Performs property management tasks. Prepares necessary documents for the accession and deaccession of property. Conducts periodic surveys of equipment and property use, recommending action to ensure economical and efficient use of equipment and other property. Incumbent utilizes established Vista system and 2237's to order supplies. Incumbent serves as the Contracting Officer's technical representative for all OPMI contracts that are managed at the service level. Develops and submits purchase requests, and statements of work to contracting. The incumbent monitors ongoing contractor performance. Reconciles and validates receiving reports and forwards payment authorization documents to the appropriate fiscal service office. Budget, Fiscal and Administrative Program Planning Work Identifies personnel for Quality Leadership Council Committee meetings, schedules meetings, creates meeting agendas, takes committee meeting minutes for follow up on actionable items. Assists in analyzing program, budgetary, and fiscal data. Monitors expenditures and forecasts changes that require reprogramming of funds for assigned areas of responsibility. Quality/Productivity Program Administration Work Assists in providing guidance on routine aspects of tasks. to support the administration of established quality and productivity programs for the organization. Incumbent generates status reports pertaining to TMS, Lean, and HRO training for staff. Directs administrative support services to ensure that inquiries, correspondence, and actions for the area of responsibility are addressed appropriately. Supervision Provides technical and administrative supervision of Title 5 staff and back up administrative supervision for Title 38 staff. Exercise human resources responsibility by initiating requests for recruitment, interviewing and selecting employees, complying with EEO objectives. Additional Duties as assigned. Work Schedule: Monday through Friday 8:00am-4:30pm 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#: PD21M11O Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved 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, 11/14/2023. 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. Note: Experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hour worked per week. You may qualify based on your experience and/or education s described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade of GS-7 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Administrative Management duties such as performance planning and performance improvement. Experience coordinating scheduled and ad hoc meetings, knowledge of VA policies and guidelines; Experience managing executive correspondence, to Include responding to Congressional inquiries; knowledge of submitting and tracking work orders; Experience coordinating and monitoring all OPMI recruitment actions through the Human Resource Management Service; Experiencing drafting correspondence, recommendations, reports, and memoranda related to management and administrative programs and issues; Knowledge of budget and fiscal data; Experience supervising staff, planning and assigning work. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 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 must have an combination of specialized experience and education beyond master's or equivalent graduate degree. You will be rated on the following Competencies for this position: AccountabilityAdministration and ManagementDecision MakingFinancial ManagementHuman Resources Management 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 mostly sedentary and is performed in an office setting. 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]