The primary purpose of the position is to serve as the Administrative Officer to the Associate Chief of Staff, Primary Care Service, for the El Paso VA Health Care System (EPVAHCS) in El Paso, Texas. This position functions as a major management advisor, analyst, and staff assistant to the Associate Chief of Staff of the Service.

Duties

Major duties include, but are not limited to: Operational Management and Analysis: Directs the overall personnel management program for Primary Care Service, overseeing and performing the full range of personnel management and administrative functions that directly impact clinical operations. Conducts studies of Primary Care Service in the Main Facility and Community Based Outpatient Clinics, and makes recommendations for improvements to reduce cost and increase efficiency and effectiveness without compromising customer service. Responsible for handling routine day-to-day operational matters within the Office of the Primary Care Service, to include coordination and liaison with all sections falling under the Primary Care Service, as well as resolving more complex, non-routine matters not requiring action by the Primary Care Service. Leads and/or actively participates in projects requested by management. Examines routine and highly complex operations systems, problems, either potential or real, and determines, in priority order, actions necessary to resolve the problems upon which recommendations for their resolution can be made. Coordinates projects involving more than one service and ensures completion of the projects within the prescribed time frame. Develops and implements management information monitors for tracking status of service's resources and operational parameters relative to service performance and strategic goals/plans as needed by collaborating with the Facility Planner and Executive Assistant to the Director. Prepares written correspondence for the Primary Care Service. Provides the analysis and evaluation of resources required for efficient and responsible operation. Manages administrative functions related to academic affiliations such as residency and internship programs. Reviews all requests submitted on behalf of Primary Care Service or the Associate Chief of Staff, Primary Care Service. Supervision and Implementation: Effectively manages the Associate Chief of Staff for Primary Care's administrative support staff (supervises 3 or more employees) Formulates new and revises existing health care system policies and procedures related to Primary Care Service as necessary to support program implementation. Investigates and analyzes adverse quality trends or conditions and initiates corrective action to consider for existing efforts and new efforts to support Primary Care Service programs. Incumbent may design and implement studies, training programs and organizational strategies for identifying opportunities to improve customer service and experience process quality for Primary Care. Performs the administrative and personnel management functions relative to staff supervised. Responsible for furthering the goals of Equal Employment Opportunity (EEO) by taking positive steps to assure the accomplishment of affirmative action objectives and by adhering to nondiscriminatory employment practices in regard to race, color, religion, sex, national origin, age, or handicap. Advisory Responsibilities: Serves as the principal advisor and resource person to the Primary Care Service and the Primary Care Service Leadership team. Develops and makes recommendations to the Primary Care Service. Provides support to all services that fall under the Office of the Primary Care Service including strategic planning, project management, and program administration. Independently and on incumbent's own initiative, conducts reviews with the use of analytical and evaluative techniques to better examine efficiency and effectiveness of clinical and administrative operations. Communicates with stakeholders, both internal and external to the organization. Assists in mentoring other Administrative Officers and Health Administration Training Program interns. Budget/Financial Management: Collaborates with the Associate Chief of Staff, Primary Care Service, to provide budgeting and financial management for the Service, to include budget formulation, justification, and execution; financial management; and financial reporting. Manages the completion of administrative budget and financial reports. Maintains oversight of all official travel conducted by Primary Care Service staff. Contracting/Procurement: Manages procurement and contracting services for Primary Care Service, to include preparing procurement requests, evaluating proposals for work, and serving as a Contracting Officers Technical Representative (COTR) for procurements as well as maintaining procurement and contracting records. Work Schedule: Monday - Friday, 8:00am - 4:45pm. Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD007520 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, 05/14/2024. 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. Examples of specialized experience would typically include, but are not limited to: plan, organize, and direct team study work and to negotiate effectively with all levels of management and staff to accept and implement recommendations where the proposals involve substantial agency resources, require extensive changes in established procedures, or may be in conflict with the desires of the activity studied; thoroughly analyze problems and to design, develop, evaluate, modify, and implement projects and programs to meet current health care industry and agency requirements; take a leadership role in applying performance improvement processes, tools and techniques (i.e. flow charts, assessment and feasibility studies, root cause analysis, team management, facilitation, reengineering, statistical process control, project management) and to conduct analytical studies; identify necessary changes and improvements in the management process and to develop new and different solutions to problems; fact-finding and data analysis to conduct studies and organizational reviews to identify problems and disparate organizational practices; make effective oral and written reports and presentations, prepare and present graphical statistics, present recommendations and conclusions based on analysis and evaluation in a persuasive form and manner most useful to management officials; knowledge of principles of financial management, human resource management, organizational structuring and strategic planning. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a Ph.D. or equivalent doctoral degree or 3 full years of progressively higher level graduate education leading to such a degree or LL.M., if related. (TRANSCRIPT REQUIRED). OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education as described above You will be rated on the following Competencies for this position: Administrative and Management Attention to Detail Customer Service Decisiveness Problem 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: The work is sedentary. Some work may require movement between offices, hospitals, warehouses, and similar areas for meetings and to conduct work. Work may also require walking/standing, in conjunctions with travel to and attendance at meetings and/or conferences away from the work site. Incumbent may carry and lift light items weighing less than 15 pounds. 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/.

NOTE: If your school has changed names, or is no longer in existence, you must provide this information in your application.

Contacts

• Address El Paso VA Clinic 5001 North Piedras Street El Paso, TX 79930 US
• Name: VISN 17 SSU USAS Group
• Email: [email protected]