This position is an Administrative Officer within the Surgical and Procedural Care Nursing Service reporting to the Chief of the Surgical and Procedural Care Nursing Service. The Surgical and Procedural Care Nursing Service is integral to the operations of the Dayton VAMC. The primary purpose of this position is to provide support to the service by analyzing, evaluating, advising on and/or coordinating health care delivery systems and operations.

Duties

Major duties and responsibilities include but are not limited to: Supervisory 30 Percent Provides direct supervision for 3 administrative staff (one GS-9 Implant Coordinator, one GS-6 Program Support Assistant, and one GS-5 Timekeeper) and is responsible for the technical quality, quantity, and timeliness of work produced by subordinates; accepting or rejecting material presented; sets priorities and assigns work to be accomplished to meet these priorities; gives advice, counsel and instruction to individual employees on administrative matters; interviews, recommends appointments, promotions and reassignments involving candidates for positions; hears and resolves complaints; effects minor disciplinary measures such as counseling, admonishment and reprimands. Administrative Management Support 50 Percent Incumbent conducts detailed analysis of complex functions and work processes of the Surgical and Procedural Care Nursing Service making recommendations for improvement based in the quantitative and qualitative effectiveness and efficiency of program operations. Broad categories of support include data analysis, reports and recommendations, clinical and administrative space analysis and allocation, fiscal oversight including all budgetary preparation and oversight, human resource and personnel management administration, staff onboarding, inventory management, equipment and asset purchasing, contracting, compliance, and travel program oversight. Conducts analytical studies on operational processes, issue topics, or related special projects. Studies and projects addressed are commonly so diverse and intense that they often require input and assistance from departmental or program offices. These studies require study planning, statistical measurement, data analysis, and report preparation and development. The incumbent functions as the primary liaison to multiple staff offices and serves as the conduit for information flow and management of assignments between such offices. Monitors and manages incoming actions and requests from initial receipt to completion and closeout. Responsible for high-level correspondence, preparing and ensuring submission of reports and documentation to both internal and external authorities including Patient Advocate inquiries, Congressional responses, Office of Inspector General inquiries, and suspense items. Manages and coordinates online communication tools such as assigned internet websites, internal SharePoint website collection, and other related informational tools. Assures compliance with all applicable policies, and development and maintenance of internal management processes related to these online tools. Coordinates events hosted by officials, including town hall meetings with internal staff, with assistance from continuing educational staff and initiatives when warranted. Researches, creates, or modifies Nursing Standard Operating Procedures (NSOP) and Policies so they are current and reflect the rules, regulations, and mandates of the Department of Veterans Affairs and accrediting bodies meeting the needs of the Nursing Staff. Manages all human resource actions within Surgical & Procedural Care Nursing Service, including projecting staffing needs, assists in preparing all packages for HR action. Examples of work include: 1. Data Management: import and analysis of data including quality management responsibilities such as continuous quality improvement programs, focus studies, assessing patient safety and satisfaction, Service workload and efficiency, stakeholders' affairs. 2. Fiscal Management: budget control (including purchasing orders/requests), utilization review and short/long budgetary and strategic planning; analysis of fiscal needs; budget forecasting including Service annual budget presentation; fund control point oversight including supply request approvals; running balance; monthly and quarterly reconciliations, Integrated Fund Distribution, Control Point Activity, Accounting and Procurement (IFCAP), ceiling reports. 3. Personnel Management: Time and Leave administration; approvals, timecard management; timecard reconciliation; payroll administration; employee Tuition and Travel program. 4. Physical Space Management: evaluation and allocation for administrative and clinical venue needs; surveillance, evaluation and planning to ensure efficient utilization of space based on changing programmatic and clinical demands; authority to plan for revised space assignments. Fiscal/ Contracting/Procurement 20 Percent The incumbent drafts annual budget projection and formulation. Will perform continuous monitoring to ensure proper management of government funds returning or requesting funds as necessary. Work Schedule: Mon-Fri 0700-1530 Telework: Not Eligible Virtual: This is not a virtual position. Bargaining Unit: Supervisory, this is a non-bargaining unit position Position Description/PD#: Administrative Officer/PD921170 Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 01/08/2024. 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. Preferred Experience: Previous supervisory and administrative workload managing multiple responsibilities to include resources, personnel, budget/business planning experience is preferred. You will be rated on the following Competencies for this position: Administration and ManagementCommunicationsCritical ThinkingInformation 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 primarily sedentary however may involve periods of walking or standing to observe work operations, assess physical requirements, provide supervision, as well as stooping, sitting, bending, pulling, and pushing. Work also involves some carrying and transporting of books, files, and/or office supplies. Transferring objects, supplies and program materials throughout the Medical Center may be required. Some light physical exertion is necessary. The incumbent must be a mature, flexible, sensible individual capable of working effectively in stressful situations, able to shift priorities based on program needs. This position requires visual acuity, keen hearing, clear distinctive speech, and manual dexterity. Some travel may be required. Computer and IT use required on daily basis. If required as a condition of employment, the incumbent must complete annual Employee Health requirements. 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.

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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.

Contacts

• Address Dayton VA Medical Center 4100 West Third Street Dayton, OH 45428 US
• Name: Kristoffer St. Martin
• Phone: (937)268-6511
• Email: [email protected]