This position is located at the Portland VA Medical Center, Operative Care Division, and manages the day-to-day administrative operations of the division. The incumbent supports program areas of the four Directors of Operative Care Division including two Co-Clinical Directors of Surgery and Anesthesiology, one Administrative Director, and one Nurse Director.

Duties

Major duties include but is not limited to: Budgeting Guidance and Administration Incumbent gathers and analyzes budget needs of the division and supervises all phases of budgeting within administrative requirements. Tracks funds expended in all accounts and makes interim adjustments where necessary by applying knowledge and understanding of budgetary policies, procedures and regulations. Incumbent is responsible for formulation and execution of annual budget including salaries, travel, supplies, equipment and all other general operating expenses. Manages fund control points, procurement and contracts. Develops monthly and quarterly ceilings while maintaining running control of funds to ensure that accounts are within authorized levels. Develops the need for and maintains an awareness of available resources, and makes recommendations to the Administrative Director and medical center management regarding needs, distribution or redistribution of resources. Plans a system of internal control which assures the fiscal management of the division will be maintained on a sound basis in accordance with generally accepted accounting practices. Direction/Long-Range Develops both long and short-range policies and plans for the division by coordinating the administrative needs of the organization for which accountable. Plans and supports committees and data collection and reporting for Strategic Objectives and Performance Improvements program. On major issues he/she defines the goal to be met, will envision alternative policies, recommends a course of action, and implements the alternative chosen. The incumbent will recognize the need for new policies and bring such policies to the attention of the division director. The policies and procedures dealt with are for all of the various aspects of the division including budget and fiscal management; supply, service and equipment procurement, personnel and workforce utilization; contract negotiation, construction / renovation /and space utilization. Program Administration Acts as a liaison or handles the communication with persons and/or groups within and outside of the division. Researches and/or analyzes unstable or complex program issues. Plans and/or accomplishes special projects and programs. Administers programs concerning position management and man-power utilization. Oversees personnel administration including knowledge of personnel operations such as position classification, performance standards, and competencies. Incumbent is authorized to be approving official for orders for supplies, services and equipment. Reviews orders to verify their need for orders for supplies, services, and equipment. The incumbent is also charged with the responsibility of monitoring the budget and operating within the authorized budget. Oversees approximately 25 Division and Service level contracts (including both health care service contracts, and non-health care service contracts) Supervision Provides direct supervision to employees performing a variety of administrative support duties supporting Operative Care Division. This responsibility includes: Development of performance standards, writing position descriptions, evaluating work performance, counseling of employees whose performance is marginal or unsatisfactory, initiating disciplinary actions when necessary. Hears and resolves complaints from employees. Plans work to be accomplished, sets short and long-term goals; assigns work based on priorities; instructs employees on work and administrative matters. Initiates recruitment actions, interviews and selects new employees. Obtains resources for continuing education of employees and determines their training needs. Accreditation and Quality Assurance of HRM program Provides for full administration of reporting, evaluation, and requirements associated with the accreditation of the organization. This includes JACHO standards. Establishes procedures to meet unusual or unique standards. Incumbent is fully aware of regulatory standards and assembles and monitors current required materials. Administers the internal review, quality and productivity initiatives (Strategic Objections) for the division. Ensures quality assurance issues pertaining to the service are documented and appropriate follow-up action occurs regarding any problem, or recommendation found or made as a result of the division's quality assurance activities. Work Schedule: Monday - Friday, 6:00 am to 6:00 pm Compressed/Flexible: Available Telework: Available Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD207290 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements within 30 days of the closing date of this announcement, 05/31/2024. 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 within 30 days of 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 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: Acts as a liaison or handles the communication with persons and/or groups within and outside of the division; Provides direct supervision to employees performing a variety of administrative support duties. You will be rated on the following Competencies for this position: AccountabilityProblem SolvingProject Management 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 typically performed in an office setting. 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

There is no educational substitution at this grade level.

Contacts

• Address VA Portland Health Care System 3710 Southwest US Veterans Hospital Road Portland, OR 97239 US
• Name: Merlinda Winbush
• Phone: 702-791-9000 X14083
• Email: [email protected]