As a member of Primary Care Service leadership team, the Administrative Officer (AO) performs in direct support of the Chief for Primary Care and is responsible for the management and coordination of administrative operations for the service line. This involves providing administrative guidance and direction to Clinical Operations Managers, administrative personnel, and supervisors in all areas that concern Primary Care clinical and administrative functions.

Duties

Facilitates a full range of administrative duties which include human resources management, budget and finance, management and program analysis, policy formulation, analysis and evaluation of programs, use and delegation of space, fee basis consultants, document control, office support services, equipment inventory authority, and a variety of related administrative matters in support of the Primary Care Service. Actively participates in developing and implementing administrative management policies and strategic planning for the department. Researches and/or analyzes unstable or complex program issues. Develops, coordinates, and recommends plans for operational and organizational changes. Sets deadlines and assigns responsibilities to ensure the timely and effective accomplishment of tasks within established standards. Reviews and updates policies of service line with clinical team addressing new guidelines, memorandums, handbooks, and national policy updates. Prepares analyses such as high-level briefs and point papers to executive management including annual management brief and executive reviews. Designs and presents information and analysis at all levels of the facility - from service level to multi service to executive level. Oversees successful and timely completion of performance assessment requirements of service line staff, providing guidance to managers and supervisors regarding processes, procedures, and regulatory guidelines. Collaborates with service chiefs and staff in service lines across the medical center to ensure good communication and strategic planning with respect to the close working relationships within Primary Care Service Line Oversees and administers human resources processes across the service line to include recruitment, hiring, onboarding of new personnel, comprehensive orientation of incumbent personnel, development of functional statements, position descriptions, performance elements and standards, and hiring strategies. Supervises the administrative FTE within the department, assigns and prioritizes work, reviews, and assesses workload, counsels and/or provides instruction to employees in administrative matters, and hears and helps to resolve complaints and grievances from employees. Provides feedback to employees regarding performance, goals, and objectives, and updates assignments accordingly. Provides budgeting and financial management for VA SORCC Primary Care Service Line. Performs other related duties as assigned. Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level. Work Schedule: Monday - Friday, 8:00am to 4:30pm Telework: Not authorized. Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD904210 and PD904810 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 Time-In-Grade and Specialized Experience requirements within 30 days of the closing date of this announcement, 07/29/2024. 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 the closing date of this announcement. For a GS-9 position you must have served 52 weeks at the GS-7. For a GS-11 position you must have served 52 weeks at the GS-9. 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: Minimum Qualifications, GS-9: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade (GS-7) in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Assisting with the management and coordination of administrative services within an office; assisting with human resources functions; planning and coordinating work to be accomplished by other staff; providing guidance and support to operating programs; providing recommendations for improvement; utilizing office automation software and preparing letters, reports and presentations. NOTE: Experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed a master's or equivalent graduate degree, or two (2) full years of progressively higher level graduate education leading to such a degree, LL.B or J.D. if related. Such education must demonstrate the knowledge, skills, and abilities necessary to do the work of this. NOTE: Copies of transcripts must be submitted with your application materials. Education cannot be credited without documentation. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of successfully completed graduate level education (beyond the first year) and specialized experience, as described above, to meet the total requirements. The education portion must include graduate courses that demonstrate the knowledge, skills, and abilities necessary to do to the work of this position. NOTE: Copies of transcripts must be submitted with your application materials. Education cannot be credited without documentation. Minimum Qualifications, GS-11: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade (GS-9) in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Managing and coordinating a full range of administrative services within an office; managing budget and financial activities; assisting with human resources functions to include recruitment, position classification, performance, training, etc.; planning and coordinating work to be accomplished by other staff; analyzing and evaluating the efficiency and effectiveness of a program and developing recommendations for improvement; utilizing office automation software and preparing letters, reports and presentations. NOTE: Experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed a Ph.D. or equivalent doctoral degree, or 3 full years of progressively higher level graduate education leading to such a degree, or an LL.M. if related 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: Applicants may also combine education and experience to qualify at this level. You must have an combination of successfully completed education and specialized experience directly related to the work of the position as outlined above that meets the requirements of the position. Only education in excess of a master's or equivalent graduate education may be used to qualify applicants for the GS-11 level. NOTE: If using education combined with specialized experience to qualify, a copy of your transcript is required. Preferred Experience: Experience providing administrative oversight for a clinical service line. Experience dealing with multidisciplinary stakeholders to meet collaborative goals. Above average MS Office Application experience, including experience producing end products for leadership briefings. You will be rated on the following Competencies for this position: CommunicationCustomer ServiceManages and Organizes Information 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. It occasionally requires carrying of light objects such as files, books, and papers; some walking, standing, and bending. No special physical qualifications are required. 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 White City VA Medical Center 8495 Crater Lake Highway White City, OR 97503 US
• Name: Abigail Brown
• Phone: (541) 440-1000 X40617
• Email: [email protected]