The Administrative Specialist is involved in researching new management and business practices which may be suitable for adoption by the Service and Facility to improve administrative efficiency and operations; in compliance with regulatory organizations and guidelines. Identifies resources required to support varied levels of the service operations and analyzes or evaluates proposed changes in operating procedures and financial impact.

Duties

Duties of the position include but are not limited to: Enforces compliance with procedures through various methods of training, annual audits and quarterly meetings, as to avoid deficiencies which can lead to findings, misappropriations of funds and policy violations. Provides rapid and effective solutions and ensures completion of the establishment/implementation of said solution, to issues that impact the facility's Education programs. Serves as the budget officer for the Administrative and Workforce Development Education Services Department. Formulates, presents, executes, and analyzes organizational budgets. Participates in developing the annual budget formulation and/or execution process, providing Education leadership consultation and feedback. Provides technical, administrative, and direct/indirect supervisory support to all employees within the Education Service, including the Education Service Administrative office as well as the subordinate Library department. Develops and prepares the Sole Source contracting between VA and Catalyst Learning, leadership development program for lower grad employees, following guidelines of VA Directive 1663. Oversees the day to day administrative processes of the entire Education Service unit, to include the Library workgroup, formulates recommendations for and administers budget, staff, space and equipment allocations. Maintains, coordinates, and integrates a system of staff designed to provide effective resource utilization. Provides technical advice, guidance and Instruction to employees on both work and administrative matters. Oversees processes related to the recruitment, orientation, and retention of staff to meet effective staffing levels for the Service. Develops methods to obtain and retain qualified candidates for the Education Service team. Assists Service supervisors in developing clear performance standards for Education employees, based upon accurate position descriptions, as applicable to the position. Assists the Director of Inter-professional Education to contribute, promote, and establish a climate encouraging staff to identify problems and develop innovative solutions for improving processes and customer satisfaction. Facilitates the implementation of the administrative goals of the Education service and is responsible for the achievement of those goals and objectives. Responsible for leave approval, performance standards and rating, planning and establishing overall service line activities, deciding on acceptability of projects, hearing/resolving subordinates complaints, taking disciplinary actions, identifying developmental and training needs of employees, establishing long-term and short-term goals for the service line, approving expenses and awards. Maintains a close liaison with other services and with discipline specific leadership. Develops, promotes, and maintains positive working relationships with a variety of groups to include other VA healthcare systems, community organizations, Veterans Service Organizations, other government agencies, professional societies, volunteers, media and customers. Responsible for the resource schedule management implementation, training, product selection/procurement, method of usage, complaints/technical resolution, supervision of day-to-day operation for the entire facility Conference/Resource Scheduling program. Work Schedule: M-F 07:30AM 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 Specialist/PD13356O Relocation/Recruitment Incentives: Not authorized Critical Skills Incentive (CSI): Not approved 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, 03/25/2024. 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-09 position you must have served 52 weeks at the GS-07. 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 facility and service program goals and objectives and understanding of patient accessibility goals to assist healthcare providers to stay on established timelines. Comprehensive knowledge of education regulations, Handbooks, Directives and Guidance within the VA system and as well as local, VISN and National education and leadership initiatives including VA library system, and Systems Redesign. Knowledge and the ability to understand, interpret, and apply federal/VA/VHA rules, regulations and policies governing administrative financial business and administrative activities, education and safety issues, facilities and space usage, maintenance, and confidentiality of records and information to support and maintain certification with accreditation organizations such as The Joint Commission. Knowledge of, and ability to apply Veterans Equitable Resource Allocation (VERA) funding, VISN Resource Planning and VHA Decision Support System (DSS) (or equivalent) managerial cost accounting methodology. Knowledge and skills to select, adapt, modify, perform, and evaluate methods and procedures to obtain accurate and valid results from studies and management interventions; ability to build strong reciprocal relationships with management, with bargaining unit representatives and with subject matter experts (or equivalent), etc. Knowledge of and experience with: a range of qualitative and quantitative methods assessing and improving programs; methods used to implement complex management processes and systems; administrative policies, regulations, directives; data management techniques; relationships between different PVAHCS healthcare programs and educational programs/processes.. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a Masters or equivalent graduate degree OR 2 full years of progressively higher level graduation education leading to such a degree OR LL.B or J.D. if related.. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond 1 full year of graduate level education. You will be rated on the following Competencies for this position: Budget AdministrationDecision SupportDecisivenessEmployee Relations 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 sedentary and is usually accomplished while the incumbent is comfortably seated at a desk or table. Some walking and standing may occur in the course of a workday in connection with attendance at meetings and conferences, or while researching assignments. Items carried typically are light objects such as, briefcases, notebooks, and reports. Lifting of moderately heavy objects is not normally required. The incumbent may be required to drive to the CBOCs for issues. No special physical effort is required to perform the work. 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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.

Contacts

• Address Carl T Hayden Veterans' Administration Medical Center 650 East Indian School Road Phoenix, AZ 85012 US
• Name: Rosario Donaire
• Phone: 805-744-0271
• Email: [email protected]