The Administrative Officer (AO) for Pharmacy Service at the Robley Rex VA Medical Center (VAMC) is one of the most diverse and complex AO positions at the Robley Rex VAMC. The Pharmacy Service AO works with a high degree of independence and authority to relieve the Service Chief and the two Associate Chiefs and pharmacy supervisors of pharmacy administration and managerial duties and responsibilities that do not require supervisory or professional pharmacist knowledge or licensure.

Duties

The AO is a key staff member of the Pharmacy Service management team. The AO provides administrative services in a work environment where there are multiple competing priorities and requirements The coordination of functions is multifaceted and includes all inpatient, outpatient, clinical functions, education, quality assurance activities, and budget/inventory management. The AO independently directs and manages the operations of the administrative functions of the Pharmacy Service. The duties of the position include, but are not be limited to: Coordination of surveys and reports, performance improvement activities, policy development, MCM development, budget and financial management, procurement and contracting, statistical and other administrative functions. Acts as a resource person in planning, reviewing, or revising policies and procedures that impact patient care and service policy. Coordinates budget submission, workload reports, fund control point usage, personnel management and space issues to present to the medical center and VISN Pharmacy Benefits Manager (PBM). Compiles information, prepares administrative reports for management briefing and sharing with work groups. Provides full staff assistance on administrative matters. Responsible for planning, organizing, coordinating, implementing, directing, integrating and evaluating clinical elements in Pharmacy Service. Communicates verbally and in writing with other services, agencies and private industry to produce prompt and accurate dissemination of information according to VHA guidelines. Monitors and completes all special and recurring administrative reports and correspondence according to VA requirements in a timely manner. Develops and composes local pharmacy administrative procedures and directives, coordinating the procedures across service lines and assuring compliance with VA policy. Conducts and analyzes studies relating to organization, job or functions and problems which impede administrative functions and the delivery of pharmacy services. Serves as Key Coordinator in ordering, receiving, maintaining and delegating door keys and combinations to staff, and maintaining records. Manages and prepares responses to correspondence as a liaison or handles the communication with persons and/or groups within and outside the organization. Processes incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written communication. Prepares charts, graphs and narrative information for management reports. Performs work involving the collection, compilation, and/or tracking of data and statistical information in support of the organization's program operation and reporting requirements. Uses software applications to draw information from performance improvement indices, in order to prepare reports. Provides for the budgeting and financial management for the organization. This includes budget formulations, justification, and execution; financial management; and financial reporting. Provides advice to management and program personnel on budgetary and finance issues. Assists managers and staff in projecting staffing needs, writing position descriptions, developing job analyses, preparing performance plans and appraisals, processing training requests, and drafting disciplinary and adverse actions. Provides orientation for new staff. Keeps managers informed of the status of on-going personnel actions. Responsible for administrative orientation of all employees, to include issuance of position descriptions, functional statements, performance appraisal forms, performance standards, operating procedures and Medical Center Memorandum. Serves as Personal Identify Verification (PIV) sponsor for Pharmacy Service. Initiates and approve personnel actions at the administrative level for the Chief, Pharmacy Service. Performs other duties as assigned. Work Schedule: Monday - Friday 7:30am to 4:00pm 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#: Administrative Officer/PD400078 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): 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, 12/22/2023. 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 - 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 - 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: Coordinating and monitoring the functions of administrative services within an office; managing budget activities and operations; assisting with contracting functions and managing procurement; assisting with human resources functions; preparing memorandums, correspondence, reports and presentations; ability to communicate verbally and in writing; developing policies and procedures, monitoring and completing recurring reports, initiating and overseeing a full range of human resources actions; preparing and responding to a variety of correspondence; developing and maintaining organizational and functional charts; tracking and coordinating with human resources for the recruitment and interview process.; assisting managers with a wide variety of administrative functions including sensitive and confidential matters. OR,. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 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). OR, Combination: Applicants may also combine education and experience to qualify at this level. You must possess equivalent combinations of successfully completed graduate level education (in excess of the first two years or 36 semester hours) and specialized experience to meet total experience requirements. NOTE: Transcripts must be submitted with your application materials. Education cannot be credited without documentation (TRANSCRIPTS REQUIRED). You will be rated on the following Competencies for this position: Administration and Management Communication Analysis and Problem Solving Financial Management Planning and Evaluating Computer Skills 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: Work is primarily sedentary although some stooping, bending and carrying for retrieval of administrative materials and inventory equipment/supplies are 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 Robley Rex VA Medical Center 800 Zorn Avenue Louisville, KY 40206 US
• Name: Travis Wright
• Phone: (980)330-0220
• Email: [email protected]