Job opening: Administrative Specialist-Comprehensive Wellness Center
Salary: $57 118 - 89 835 per year
Published at: Dec 07 2023
Employment Type: Full-time
This position is located in the Comprehensive Wellness Center (CWC), at the Grand Junction VA Medical Center. The Administrative Specialist is responsible for assisting to define the mission and vision of the CWC, provides executive level advice and assistance and is authorized to represent the Service Line in matters of administration, as necessary, to coordinate and direct such matters with other clinical and administrative services as well as other VA facilities.
Duties include but are not limited to:
Maintains responsibility for the coordination of the Service's Quality Improvement Programs, which involves ensuring that the requirements of VA Central Office (VACO), Joint Commission (JC) and Office of Inspector General (OIG) are met.
The AS represents, provides input and speaks on behalf of the CWC and Whole Health at designated medical center committees and taskforces; communicates the views, position and consensus of the CWC to other service lines and programs.
Responsible for organization, monitoring and performance of the Focused Professional Practice Evaluation (FPPE) and Ongoing Professional Practice Evaluation (OPPE) programs for providers.
Assisting with preparing of e-performance plans. The incumbent manages, coordinates and keeps track of Market Pay Reviews, Recruitment and Retention Incentives.
Identifies developmental training needs of employees and develops strategies to meet these needs. Coordinates with the Medical Center Education staff to assure educational needs are identified and provided and the Mandatory training requirements are completed. Manages travel arrangements, registration and reports/reimbursements for training and conferences for clinical staff of CWC and Whole Health.
Oversees a variety of administrative programs including records management, form management and timesheets tracking.
The AS gathers data and performs analysis and interprets policy and procedural information in order to give advice and guidance and make decisions or recommendations on management and technical issues involving CWC and Whole Health personnel, resources and /or systems pertaining to the Service.
The incumbent is responsible for knowledge in tracking, trending and analyzing administrative processes, methods, techniques, to evaluate issues concerning efficiency and effectiveness of service administration.
Advises the CWC chief and employees on the interpretation and application of a variety of human resources policies, practices, and procedures including staffing, classification, employee relations, benefits, and related areas.
Exercises human resources responsibility by initiating requests for recruitment. Acts as a liaison with HR office concerning personnel related matters. Works closely with HR to ensure that the positions are filled in a timely manner.
Reviews, analyzes and interprets incoming HR requests. Recommends appropriate actions or suggests appropriate alternatives based on knowledge of internal operations, budgetary constraints and work priorities.
The AS composes and submits Resource Management Committee (RMC) requests to Executive Leadership when there is a need in funding of FTEE or FTEE realignments. Ensures that such requests have sufficient justification and supporting documentation is provided.
The AS will assist in the writing and submission position descriptions, functional statements and preparing performance plans. Initiate and see though incentive/retention awards and within grade increases. Assists in E-Performance appraisals.
The AS will coordinate with the Fiscal Service to ensure appropriate management for all fund control point expenditures for the Service Line. Prepares budget projections based on studies of past expenditures, changes in workload and future goals of the Service. Assists in establishing priorities for allocation of these resources based on the needs of the Service.
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.
Work Schedule: 8:00am-4:30pm, Monday-Friday
Virtual: This is not a virtual position.
Position Description/PD#: Administrative Specialist-Comprehensive Wellness Center/PD142960
Financial Disclosure Report: Not required
To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 12/21/2023.
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-09 position you must have served 52 weeks at the GS-07. For a GS-11 position you must have served 52 weeks at the GS-09. 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-07 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Knowledge of budgetary policies, procedures and regulations sufficient to prepare the Service's operating budget and to ensure that the Service's operations and staffing activities are carried out within the constraints of the appropriated fund ceilings; knowledge of personnel and Human Resources related laws, regulations, policies, and procedures and skill to act as a reviewing authority in coordination with the Human Resources Management Service concerning personnel related matters; knowledge of credentialing and scope of practice processes related to administrative assignments; skill in applying analytical and evaluative methods and techniques to issues or studies concerning the efficiency and effectiveness of Service operations and administrative support functions; knowledge of the major issues, program goals and objectives, work processes, and administrative operations of the Service and the ability to resolve problems related to issues of organizational efficiency and effectiveness; guidelines and automated work processes for the conduct of administrative support functions or Service operations; ability to analyze problems and present written and oral recommendations for resolving them, taking into full consideration the wide range of factors and requirements which affect management of the Medical Center.
Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must possess a 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;
Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond a bachelor's degree.
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: Extensive knowledge and understanding of management principles, practices, methods, and techniques and skill in integrating management services within the management of the Service, sufficient to: analyze financial needs and make related recommendations; projecting staffing needs, developing job analyses, preparing performance appraisals; organizing OPPEs and FPPEs; coordinating internal review systems in order to ensure that CWC and Whole Health program activities are in compliance with agency and regulatory requirements; knowledge of budgetary policies, procedures and regulations sufficient to prepare the Service's operating budget and to ensure that the Service's operations and staffing activities are carried out within the constraints of the appropriated fund ceilings; knowledge of personnel and Human Resources related laws, regulations, policies, and procedures and skill to act as a reviewing authority in coordination with the Human Resources Management Service concerning personnel related matters; knowledge of credentialing and scope of practice processes related to administrative assignments; skill in applying analytical and evaluative methods and techniques to issues or studies concerning the efficiency and effectiveness of Service operations and administrative support functions; knowledge of the major issues, program goals and objectives, work processes, and administrative operations of the Service and the ability to resolve problems related to issues of organizational efficiency and effectiveness; knowledge of and skill in adapting analytical techniques and evaluation criteria to the measurement and improvement of program effectiveness and organizational productivity; ability to develop new or modified work methods, organizational structures, records and files, management processes, staffing patterns, procedures for administering program services, guidelines and automated work processes for the conduct of administrative support functions or Service operations; ability to analyze problems and present written and oral recommendations for resolving them.
Education: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. (Transcripts required.)
Combination: You must have a combination of specialized experience and education beyond Ph.D. or equivalent doctoral degree as described above.
You will be rated on the following Competencies for this position:
Administration and ManagementAnalysis and Problem SolvingInternal ControlsManaging 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 of this position is primarily sedentary in nature. However, short periods of walking, standing, bending, and carrying of light items, such as papers and books, are required on an occasional basis. No special physical demands are required by the work of this position.
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/.
A transcript must be submitted with your application if you are basing all or part of your qualifications on education.
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
- Address VA Western Colorado Health Care System
2121 North Avenue
Grand Junction, CO 81501
- Name: Gabriela Soria
- Phone: 303-202-8656
- Email: [email protected]