The key functions of the administrative officer position includes providing advice, assistance, and coordination of the full range of administrative services functions including Resource Management activities (budget, manpower, management analysis); Human Resources activities (personnel administration, staffing, position management and classification, training, awards); and Internal Controls (Correspondence, records/forms/reports management, etc.).

Duties

Major duties and responsibilities include: Administrative Management Serves as the subject matter expert in all administrative matters and processes. Responsible for oversight, management, and administration of all operational policies, procedures, administrative actions, personnel and hiring action. Directs, coordinates, and monitors administrative functions for day-to-day and long-range planning necessary to provide responsive support to the GPM service, and outside activities and agencies supported. Develops new standard operating procedures as required to maintain correct administrative policy and coordinates these with Service Line, and other staff members as appropriate. Gathers and consolidates information for review by the Chief of GPM for release. Implements procedures to facilitate the flow of work throughout the Service line. Personnel Administration and Management Work Discusses, investigates, and responds to employee grievances and dissatisfactions in order to resolve conflicts. Represents management at labor management meetings, provides information, and resolves conflicts and/or problems that may arise and assures management officials are familiar with the negotiated agreement. Conducts studies to determine immediate and long-range manpower requirements and assessments for positions with specialized skills, technical, professional, managerial, administrative, or skilled crafts. Plays a central role in developing and coordinating internal review systems to assure that both clinical and administrative activities comply with agency and accrediting and regulatory requirements. Assists GPM Leadership and staff in projecting staffing needs, writing position descriptions, developing job analyses, preparing performance plans and appraisals, and drafting disciplinary and adverse actions. Budget Management Develops and coordinates the planning, formulation, and execution of budgets. Conducts short and long budget planning, provides projections based on variable factors, evaluates how budgetary changes impact program goals and operations, and provides recommendations on budget allocation. Monitors discrepancies between actual and budgeted expenses. Reviews budget periodically and makes adjustments to manpower, travel, and training expenses based on fluctuations in construction placement and budgetary constraints received from higher headquarters. Advises management when unfavorable trends develop; and initiates requests for approval of increases or reprogramming of funds when required. Develops necessary media for presentation of cost status, to include analysis of projected versus actual expenses, to the supervisor. Preferred Experience: Experience with office management and supply procurement Experience with Personnel & Administrative Work Actions Work Schedule: Monday-Friday, 8:00am - 4:30pm 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 - Chief of Staff/PD070010 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, 04/25/2024. 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 - One (1) full year of specialized experience equivalent to the GS-7 level in the Federal service that equipped you with the particular knowledge, skills, and abilities to perform successfully the duties of an Administrative Officer, and that is typically in or related to the work of this position. Specialized experience includes: Coordinating and monitoring the functions of administrative services within an office; managing budget activities; assisting with contracting functions and managing procurement; assisting with human resources functions to include recruitment, position classification, performance, training, etc.; preparing letters, reports and presentations; retaining procurement records and reconciliations; making space utilization recommendations. NOTE: 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. ~OR~ EDUCTION - Have successfully completed a master's or equivalent graduate degree, or 2 full years of progressively higher level graduate education leading to such a degree, or an LL.B. or J.D. in a related field that demonstrates the knowledge, skills, and abilities necessary to do the work of this position. NOTE: Transcripts must be submitted with application. Education cannot be credited without documentation. ~OR~ COMBINATION - Possess equivalent combinations of successfully completed graduate level education (in excess of the first year or 18 semester hours) and specialized experience to meet total experience requirements. NOTE: If using education combined with specialized experience to qualify, a copy of your transcript is required. You will be rated on the following Competencies for this position: Administration and ManagementCommunicationFinancial ManagementManages Resources 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 and is usually accomplished while seated at a desk or table, typically in an adequately lighted and climate controlled office. Some standing, walking, bending and lifting (up to 40 lbs.) is required. Physical exertions including stretching, reaching and pulling or pushing cares occurs when assisting with inventories or activities involving retrieving items from shelves and cabinets. 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 Durham VA Medical Center 508 Fulton Street Durham, NC 27705 US
• Name: Natasha Bridge
• Phone: 804-854-2579
• Email: [email protected]