This position is in Radiation Oncology Service at the LTC Charles S. Kettles VA Medical Center, VA Ann Arbor Healthcare System, Ann Arbor, MI. 48105. The incumbent serves as an Administrative Officer within the office of the Chief, Radiation Oncology Service reporting to the Chief Radiation Oncology Service. Radiation Oncology Service is integral to the operations of the VA Ann Arbor Healthcare System in providing diagnostic and therapeutic care to patients at all the above listed facilities.

Duties

Administrative Management Support Reviews, analyzes and evaluates such areas as proposed changes in policy, operating procedures and delegations of authority affecting clinical or program operations. Develops recommendations for adoption of new or modified processes, procedures, system change or adoption of modern technology to program officials, Service administration and clinical leadership. Serves as Project Manager for Radiation Oncology Service Manages all human resource actions within Radiation Oncology Service, including projecting staffing needs, preparing all packages for professional staff for HR action. Approves leave and manages time and attendance Examples of work include: Data Management: import and analysis of data including quality management responsibilities such as continuous quality improvement (CQI) programs, focus studies, assessing patient safety and satisfaction, quality management, service workload and efficiency, stakeholders' affairs. Fiscal Management: budget control (including purchasing orders/requests), utilization renew and short/long budgetary and strategic planning; analysis official needs; budget forecasting including Service annual budget presentation; fund control point oversight including supply request approvals; running balance; monthly and quarterly reconciliations, Integrated Fund Distribution, Control Point Activity, Accounting and Procurement (IFCAP), ceiling reports. Personnel Management: Time and Leave administration; approvals, timecard management (VATAS); timecard reconciliation; payroll administration; employee Tuition and Travel program. Physical Space Management: evaluation and allocation for administrative and clinical venue needs; surveillance, evaluation and planning to ensure efficient utilization of space based on changing programmatic and clinical demands; authority to plan for revised space assignments; Training Administrator: incumbent serves as the subject matter expert for training physicians and technicians on software, work flow protocol and procedure, database use, image archiving and transmission, instrument or application specific software, patient education workflows among other topics. Procurement/ Contracting Manages the procurement and contracting actions for Radiation Oncology Service in coordination with Facilities Management, Engineering Service, Fiscal Service and Logistics Service. Participates in the design and plays a key role in the activation of clinical construction and renovation projects that impact the Service, including space management, equipment acquisition and implementation. In concert with other administrative personnel, ensures that the movement of programs and personnel is accomplished with limited disruption of clinical activities. Duties include but not limited to: responsibility for the coordination, submission, execution and evaluation of procurement activities, i.e., completion of Contract Request Packages (CRP), Electronic Contracting Management System (eCMS); Enterprise Equipment Request Portal (EER); One VA Technical Reference Model (TRM) and the Information Security Office. Procurement planning activities include but are not limited to: entry of funding request (2237); development of the Statement of Work (SOW) and Quality Assurance Surveillance Plan (QASP); determining and justifying appropriate cost through market research and cost analysis, Independent Government Cost Estimate (IGCE); bid solicitation providing authoritative written clarifications and answers to the Contracting Officer (CO) concerning the contents and results of bid solicitations. Additional responsibilities include but not limited to: sending requests for quotes (RFQ); completion of sole source justifications [Limited Source Justification Analysis (LSJA); Other Than Full and Open Competition (OTFOC)]; completion of information security documentation; reporting vendor performance; acceptance of contractual deliverables to the CO; processing of payments in accordance with established procedure and protocol. The incumbent is responsible for making key award choices and follow up actions between all parties involved during the procurement process and the delivery of the goods and or services. The incumbent serves as the accessing official for procurement activities and reports/ recommends use of vendors for further contractual agreements using the Contractor Performance Assessment Reporting System (CPARS) database for reporting. Work Schedule: Monday - Friday 8:00am - 4:30pm Telework: Not Available Virtual: This is not a virtual position. Position Description Title/PD#: Administrative Officer/PD922590 Critical Skills Incentive (CSI): Not approved Relocation/Recruitment Incentives: Not authorized

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/08/2024. EXPERIENCE: A specific length of training and experience is not required, but you must show evidence of training or experience of sufficient scope and quality of your ability to do the work of this position. Evidence which demonstrates you possess the knowledge, skills, and ability to perform the duties of this position must be supported by detailed descriptions of such on your resume. Applicants will be rated in accordance with the OPM Federal Wage System Qualification Standards. 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 SG-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: Administrative Officer GS-09: GS-09 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 include: analyzing, evaluating, advising on and/or coordinating health care delivery systems and operations for the Radiation Oncology Service. 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 OR 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 and must have been obtained in an accredited college or university. OR Combination: Applicants may also combine education and experience to qualify at this level. You must have an equivalent combination of specialized experience and education beyond 1 full year of graduate level education 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 Administrative Officer GS-11 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: conducting detailed analyses of complex functions and work processes; applying analytical and evaluative methods and techniques to issues or studies concerning the efficiency and effectiveness of program operations and organizational productivity; pertinent laws, regulations, policies and precedents which affect the use of program and related support resources; resolving major issues, program goals and objectives to include making decisions on how to proceed in planning, organizing, and implementing programs that are complicated by regulatory guidelines, clinical changes, budgetary and other factors; highly effective interpersonal skills to present recommendations and negotiating solutions. 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. 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 Master's Degree (leading to a PhD). Such experience and education must demonstrate the knowledge, skills, and abilities necessary to do the work. NOTE: You must clearly demonstrate that you possess the knowledge, skills, and abilities on your resume, or you will not qualify for the position. SCREEN-OUT ELEMENT: Your qualifications will first be evaluated against the prescribed screen out element, which usually appears as question 1 in the on-line questionnaire. Those applicants who appear to possess at least the minimal acceptable qualification requirement are considered for further rating; those who do not are rated ineligible and are eliminated. The potential eligibles are then rated against the remainder of the Job Elements: Manages and Organizes InformationTeamworkWriting 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/Working Conditions: The work is mostly sedentary, although there is some walking, bending, and lifting. It is sometimes necessary to work at the computer for extended periods of time. The position requires the ability to concentrate with frequent interruptions.

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: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.

Contacts

• Address Ann Arbor VA Medical Center 2215 Fuller Road Ann Arbor, MI 48105 US
• Name: Nikki Lane
• Phone: 734-222-7664
• Email: [email protected]