Administrative Officer provides the overall administrative management of the Peri-operative and Sterile Processing Service. Manages calendar, coordinates meetings, schedules appointments and conferences, Manages yearly Equipment Inventory Listing. Identifying opportunities for performance improvement. Interpreting and developing administrative policies and standard operating procedures. Manages equipment lifecycle replacement plan, associated budget and funding requests. Provides TMS oversite.

Duties

Duties include but are not limited to: Maintains the appointment calendar, schedules appointments, and makes arrangements as required. Schedules appointments, coordinates meetings, and schedules conferences. Reviews documents, reports, and/or applications to ensures data entry is complete and accurate. Monitors, coordinates, and tracks all on-going and projected personnel actions. Establishes and maintains a document plan on all personnel actions, and coordinates actions within service. Completes and reviews reports, analyzes trends, timeliness of processing actions, and status of numerous actions. Identifies deficiencies or discrepancies. Assures follow-up action is taken to remedy any problems or deficiencies identified. Provides oversight of the Talent Management System (TMS) as an administrator and monitors TMS use, training completion. Provides TMS compliance and non­compliance reports to the Chief for direct reports. Advises on fund shortages, overtime expenditures, and makes recommendations regarding funding or program adjustments. Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD11154-O Relocation/Recruitment Incentives: Not authorized Permanent Change of Station (PCS): Not authorized

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 04/12/2024. 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. Preferred Experience: Knowledge of ADPAC functions. The position requires a wide range of data analysis methods to assess impact of actions across multiple, varied, and complex processes and systems to gauge the overall statistical and quality objectives. This includes knowledge of the assessment and improvement of program effectiveness and the improvement of complex management processes and systems, a comprehensive knowledge of a broad range of administrative directives, policies, regulations, and precedents applicable to the administration of a complex clinical support service across the healthcare system. Possess knowledge of management analysis principles and concepts; a thorough knowledge of the medical facility mission, functions, goals and objectives; organizational structure and individual program responsibilities; and relationships with the service level organizations in order to conduct reviews and evaluations regarding medical facility operations and activities as they relate to the SPS program. Knowledge of employee scheduling and timekeeping requirements. Knowledge of the Union Agreement and governing Medical Center Memoranda to ensure that workers' time is scheduled and posted in accordance to the current agreement. Knowledge of rules, regulations, methods, procedures, and practices in a wide variety of administrative management areas (i.e., budget, finance, equipment property, human resource management, and facility space requirements). Ability to train, mentor and monitor suspense and work of staff. Must be skilled in oral and especially written communication to effectively deal with interactions with officials within Surgery, Nursing, SPS, Logistics, HCS, VISN, and VACO offices. Skill in preparing analytical compliance reporting and other written documents which clearly present the facts, issues, recommendations, analysis, and actions. Minimum Qualifications Requirement: 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: Interpreting administrative policies, developing local polices and standard operating procedures, defining administrative requirements, and providing advice to leadership. Monitors performance, suspense actions, and enforces the Chief directions to ensure issues are brought to closure. Assists in the planning, review, and reporting of data/statistical results of program/project studies. Data analysis to generate a variety of reports. Coordinates incoming data from a variety of sources. Reviews documents, reports, and/or applications for omissions and inconsistencies, and ensures data entry is complete and accurate. Enters pertinent information in to an automated tracking system. Maintains automated system of program-specific data to track suspense's on items such as project milestones, progress reports, funding accomplishments, compliance strategies. Schedules appointments, coordinates meetings, and/or schedules conferences. Serves as the contracting officer's representative (COR) for all Peri-operative and SPS associated contracts. Maintains the appointment calendar, schedules appointments, reminds supervisor/staff members of the subject matter prior to the meeting and makes administrative arrangements as required. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a masters degree; or two full years of progressively higher level graduate education leading to such a degree, or an LL.B. or J.D. 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 a bachelors degree. You will be rated on the following Competencies for this position: LeadershipOral CommunicationPlanning and EvaluatingProblem Solving 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 typically performed in an adequately lighted and climate-controlled office. 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 CW Bill Young Department of Veterans Affairs Medical Center 10000 Bay Pines Boulevard Bay Pines, FL 33744 US
• Name: Sally Jordan
• Phone: 813-816-7155 X100271
• Email: [email protected]