The Administrative Officer (AO) supports various service lines under the Associate Director for Patient Care Services. The incumbent is responsible for the coordination and monitoring of all administrative programs. The duties include coordination of surveys and reports, performance improvement activities, policy development, and other administrative functions. Acts as a resource person in planning, reviewing, or revising policies and procedures that impact patient care and service policy.

Duties

VA Saint Louis Health Care System is committed to Diversity and Inclusion. Together, we strive to create and maintain a working and learning environment that promotes professional growth and teamwork. We offer an inclusive, equitable, and welcoming environment where we celebrate our individual differences and unite as a team toward a common goal of providing outstanding service to our Nation's Veterans. The primary purpose of the position is to serve as the Administrative Officer (AO) for various service lines under the Associate Director for Patient Care Services at the John Cochran facility for the VA St Louis Health Care System. The incumbent is responsible for the coordination and monitoring of all administrative programs. The duties include coordination of surveys and reports, performance improvement activities, policy development, and other administrative functions. Acts as a resource person in planning, reviewing, or revising policies and procedures that impact patient care and service policy. Duties include: Responsible for advising, planning, developing policies, implementing and evaluating administrative processes and programs such as contract and funds management, staffing efficiency, labor mapping, RMD, and communications across service lines. Monitors administrative performance and suspense actions - facilitating guidance from leadership to ensure issues dealing with program specific suspenses, compliance, and processing RMD are brought to closure. Develops performance metrics and process measurement methods - collecting data from various sources; analyzing data; developing reports; and providing guidance to staff. Meets with leadership to address administrative management issues, resolve problems, and provide recommendations for correcting or improving processes and programs. Reviews documents, reports, and/or applications for omissions and inconsistencies, and ensures data entry is complete and accurate. Collaborates with the Group Practice Manager to manage Consults, Clinic Profile Management/Access, Clinic Utilization and Scheduling Management to improve patient access/flow management and compliance with the latest guidance/directives. Responsible for compliance with quality improvement activities, and monitoring medical center, section specific, requirements for compliance (e. g. The Joint Commission (TJC), Office of Inspector General, VACO, quality assurance, etc.). Serves as the initial point of contact and administrative liaison for the service. Provides clerical advice, support, and assistance with a view to accomplish the mission of Patient Care Services and the Medical Center. Reviews and evaluates completed staff actions (memos, reports, studies, fact sheets) for overall quality of the document, appropriate levels of coordination, consistency, logic, soundness of recommendations, and compliance with policy. Collects data from a variety of sources and analyzes the data into a usable format for decision making. Reviews Medical Center Memorandums (MCM's) and Standard Operating Procedures (SOP) to ensure they are reviewed and published before their due dates. Reviews memos/ correspondence before they are submitted with corrections needed before the documents are submitted to the Executive team. All email group lists, and staff information lists will also be updated and maintained as needed. Provides advice on interpretation and application of a variety of human resources policies, practices and procedures that affect assigned areas. Reviews, submits, and maintains personnel action requests, awards, promotions, and supervisors' disciplinary action documentation. Maintains files and documents on all personnel actions, coordinating actions with appropriate staff or supervisor, monitoring current and projected personnel actions, and providing continuous status updates. Manages and monitors procurement of supplies, materials, and equipment for assigned service lines. Ensures procurements are performed in compliance with all applicable policies, procedures, and regulations. Develops equipment requests through the equipment committee for review and approval. Reviews and documents overtime expenses utilizing fiscal reports and other data sources. Work Schedule: Full Time, Monday - Friday, Daytime hours 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 ad hoc telework with supervisory approval. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD09987-0 Relocation/Recruitment Incentives: Not authorized. Critical Skills Incentive (CSI): Not approved. Permanent Change of Station (PCS): Not authorized. Financial Disclosure Report: Not require.

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/20/2023. 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-9 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Creates recruitment packages and manning documents for approval and submits through HR processes; Manages time and leave program for service chief and others as necessary. Utilizes standard scheduling program and provides education/assistance to management staff; Maintains the service chief's calendar, coordinates meetings through various platforms; Creates responses to suspense items, congressional inquiries, and other miscellaneous reports; Supports service chief by conducting annual inventory, to include physical search, creating reports for missing items, and requesting turn in for items no longer in service; Provides support to various residency and education programs, scheduling time, maintaining files, and preparing and submitting necessary paperwork for accreditation; Extracts data from internal/external data sources to develop comprehensive processes design to track and trend data for various projects; Develops electronic performance monitoring tools that show what metric is being tracked, how it is tracked, and how the service is measuring the metric; Maintains confidentiality of patient and employee records; Prepares responses to union for information, grievances, and other materials as necessary; Monitors employee performance evaluations, ensures timely submission, reviews to ensure accuracy of general information provided, and submits through approved processes; Submits personnel actions through Manager Self Service Portal to include document uploading and monitoring status of the requests; Provides customer service to internal and external customers. Note: 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. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a 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, that provided the knowledge, skills, and abilities necessary to do the work of this 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 information cannot be obtained from the school, 18 semester hours will be considered as satisfying the one (1) year of full-time study requirement). Note: If you select this option, a copy of your transcripts is required. Education cannot be credited without documentation. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and of successful completion of graduate education as described above, which meets the total qualification requirement for the GS-11 grade level. Note: If you select this option, a copy of your transcripts is required. Education cannot be credited without documentation. Your resume must indicate clearly the nature of your duties and responsibilities in each position and the number of hours a week spent in such employment. Preferred experience: 2 years of experience with higher-level projects preferred. You will be rated on the following Competencies for this position: Attention to DetailComputer SkillsConscientiousnessCustomer ServiceInformation ManagementLabor RelationsOral CommunicationWriting 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 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 St Louis Health Care System 1 Jefferson Barracks Drive St. Louis, MO 63125 US
• Name: Laura Devaney
• Phone: 314-939-8744
• Email: [email protected]