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Job opening: Supervisory Administrative Officer

Salary: $99 200 - 128 956 per year
Published at: Mar 11 2024
Employment Type: Full-time
This position serves as the Supervisory Administrative Officer for the Care in the Community Service Line at the Martinsburg VAMC. The incumbent will report directly to the Care in the Community Service Chief under the direction of the Medical Center Director. The Supervisory responsibilities will include supervision of the financial management specialist and the program analyst and other administrative staff defined by the service chief.


The incumbent is responsible for the overall administrative management of the Office of Community Care, which includes interpreting both VHA and VACO administrative policies, developing and implementing local policies, procedures, defining administrative requirements, and providing advice to service line leadership on related issues. The incumbent will understand and be a subject matter expert on the governing legislation that provide program authority and eligibility to Veterans. The incumbent serves as the principal advisor to the service line on all administrative management matters associated with programs, processes, policies and operations and composes/generates a wide variety of correspondence and reports for the Service Line. The incumbent is responsible for management improvement, productivity improvement, management controls, and short and long-range planning to improve the effectiveness and efficiency of the program. The incumbent helps set the parameters for improvements and ensures that the necessary training is provided to all staff; monitors, validates, and evaluates progress of the implementation, outcomes, and a variety of organizational performance indicators/measures to include SYMPHONY, VSSC, PYRAMID, CDW, SAIL and POWER BI. The incumbent ensures all administrative requirements of the service line are met to ensure effective and efficient delivery of healthcare services. The incumbent will have primary responsibility for researching and performing detailed analysis of national Office of Integrated Veterans Care policies to determine the impact on local operations and advises management on best practices. The incumbent will have primary responsibility for planning and conducting studies to evaluate effectiveness and efficiency and develop recommendations for improvement and problem resolution to CITC Chief and MVAMC executive leadership for their concurrence. The incumbent serves as a station liaison and subject matter expert for referrals to Care in the Community through the utilization of the following: traditional fee service package, DOD Sharing Agreements, Affiliated Veterans Care Agreements, National contracts, Local Contracts and contracts with National Third-Party Administration. The incumbent is a subject matter expert in utilizing the following analytical tools including: VSSC, HSRM, Consult Toolbox, Power BI, Pyramid Analytics, PPMS, REF DOC, Right Fax, CRM, CTM, CPRS, and OPTUM portal. The incumbent will be able to apply analytical methods and techniques to determine inefficiencies and areas of process improvement and make recommendations to the CITC Service Chief and MVAMC leadership. The incumbent determines oversight of data management and will gather, compile, and analyze data from multiple sources which may require reconciliation of multiple reporting requirements and formats to ensure accurate information. The incumbent manages workload that monitors productivity and pulls reports for Analysis and presentation to CITC Chief, Medical Center Director and Care in the Community Oversight Committee and MVAMC Governing Board if needed. Work Schedule: Monday - Friday; 8:00am - 4:30pm Telework: Ad hoc Travel required: Occasional travel, 10% or less Virtual: This is not a virtual position. Position Description/PD#: Supervisory Administrative Officer/PD23001-O Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required



To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/28/2024. 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-12 position you must have served 52 weeks at the GS-11. 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-11 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Ensures that administrative processes are in place to keep service supervisors and clinicians informed of organizational updates, and/or program changes impacting their programs. Provides support in the development of organizational structures i.e assessment and development of new administrative positions and HR actions for staffing to meet administrative operations within the Service. Serve as the operations expert, setting administrative priorities, and ensuring the assigning administrative and operational work to employees. Evaluates spend data and financial reporting, consult management, performance outcomes, continuing care, real-time performance data. Prepares reports, justifications, charts, graphs for statistical and narrative data for briefings and presentations to management officials. Develops recommendations and implements new or modified guidelines, work processes, and operations to improve the effectiveness, efficiency, and timeliness of work. Plans, develops, and conducts studies or oversees and participates in the completion of studies to assess current programs and determine long- term program need and strategic plans. These studies involve review, analysis of documentation, procedures, files, records, contracts, costs, directives, forms and both computer-generated and manually retrieved information. Provides analysis of findings and makes recommendations that provide the basis for strategic planning, organizing, redesigning, and controlling operations. Identifies service metrics and reviews data, validates accuracy, analyzes findings, and makes programmatic recommendations based on analysis. Provide analysis of performance data to supervisory staff, Executive leadership and clinical staff. Support position recruitment, management functions such as the development of position descriptions and functional statement through LEAF. Support the HR related functions of disciplinary actions, employee relationships. Provides orientation and training to new employees regarding administrative roles, responsibilities, policies, organizational and systems. Serve as a SME for all administrative software systems. Support annual budget projections, budget management, labor and equipment and supply costs and needs. Support organizational structure for Time attendance and & Leave units and time keeping oversight and management. Support Resource Request, PIV sponsorship and management, EPAS and records review compliance. You will be rated on the following Competencies for this position: Analysis and Problem SolvingExternal AwarenessLeadershipPlanning and Evaluating 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 slight 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/.


There is no educational substitution at this grade level.


  • Address Martinsburg VA Medical Center 510 Butler Avenue Martinsburg, WV 25405 US
  • Name: Melissa Bartles
  • Email: [email protected]


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