The Administrative Officer reports to the Service Line Chief. The purpose of the position is to direct and perform all administrative functions within the assigned clinical organization that includes administration, human resources management, budget and finance, management and program analysis, office support services, document control, logistics, and a variety of administrative matters in support of a complex medical facility and is responsible for advising the service management team.

Duties

Duties and responsibilities include, but are not limited to: Utilizes specialized knowledge of the fundamentals of healthcare management, high reliability, patient safety, and continuous process improvement and serves as a representative of the assigned clinical organization. Participates in the stewardship and responsibility for assigned clinical operations, executing the facility vision for the framework of healthcare delivery, projects or programs. Performs budget administration functions. Monitors, reviews, and checks requests for allotment of funds from approved operation budgets. Utilizes knowledge of financial management policies, guidelines, and best practices to provide overall budgeting and financial management for the service. This includes budget formulation, justification, and execution, financial management and financial reporting. Manages the overall supply needs, services, material movement, and real property for the medical facility. Manages and tracks all equipment and supplies. Coordinates all areas of supply administration such as expendable supplies, new and replacement equipment, requisitions, repairs, disposal, etc. Ensures the monitoring of the environment of care of the service's clinical and administrative space. Responsible for coordinating and facilitating the function of all services, clinical and administrative, which interface with the service. Plans, develops, and executes assigned clinical service administrative management program needs. Oversees a variety of functions that includes incoming/outgoing correspondence, records management, publications/forms management, administrative standard operating procedures, administrative internal controls, and organizational files management. Prepares reports to topics including but not limited to clinic utilization, clinic space utilization, access, equipment management, patient experience, and process improvement. Conducts studies, surveys, and interviews to gather information necessary to formulate policies, procedures, and strategies. Collects, analyzes, interprets, advises on, and presents data and information for leadership decision-making in support of the Service's daily operations and long-term strategic planning. Establishes internal procedures to secure adequate control in terms of deadlines, progress reports, and directives and uses own initiative in developing procedures which will increase the general flow of information and overcome bottlenecks in the administrative process. Serves as Action Officer between the Human Resource Management Office and the organization pertaining to all aspects of personnel management, reorganization/realignment, organization structuring, position management, and manpower utilization. Analyzes mission, management objectives and organizational goals, to determine current and projected personnel needs and potential placement issues. Participates in important administrative management planning and policy development affecting the organization. Serves in the capacity of Contracting Officer Representative (COR). Develops initial acquisition documents; writes and defends the requests for funds and conducts all aspects of the contracting process from beginning to end; including market research, statements of work (SOW). Provides advice to management and staff on contracting and procurement policies and issues. Recruits and hires subordinate staff members in line with merit staffing procedures and equal employment opportunity guidelines. Assigns work to staff and provides technical and policy direction to their efforts. Reviews completed work of the staff and provides feedback to encourage top performance to enhance an atmosphere of teamwork in the Office. Evaluates the work performance of subordinate staff members and recommends appropriate awards to enhance effective performance or takes action to deal with inadequate performance, through counseling, training, coaching and other means. Responsible for the on-the-job safety and health of all employees supervised. Initiates efforts conforming to established local and Service wide safety programs. Identifies and corrects job safety and health hazards. Initiates corrective measures for violations of OSHA standards, and directs periodic inspections of the workplace. Work Schedule: Monday through Friday 8:00am-4:30pm Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD13493A 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, 10/11/2024. 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-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: Direct and perform all administrative functions within the assigned clinical organization that includes administration, human resources management, budget and finance, management and program analysis, office support services, document control, logistics, and a variety of related administrative matters in support of a complex medical facility and is responsible for advising the service management team. You will be rated on the following Competencies for this position: Administration and ManagementFinancial ManagementLeadership 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: Work is primarily sedentary, although some slight physical effort may be required. Manual dexterity is required in operation of a calculator and/or other office machines. 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 Jerry L Pettis Memorial Veterans Hospital 11201 Benton Street Loma Linda, CA 92357 US
• Name: Michael Gibson
• Phone: 808-830-7607
• Email: [email protected]