The Administrative Officer position is part of the Department of Veterans Affairs, Tennessee Valley Healthcare System (TVHS), Quality & Patient Safety (QPS) section of the Office of the Director located in Nashville, TN. The primary purpose of the position is to provide a full range of administrative support to the Quality & Patient Safety Chief and the rest of the office. Quality & Patient Safety leads and directs all quality management activities for TVHS.

Duties

QPS develops strategic plans and policies for improved quality, clinical outcomes, and enhanced value and minimizes patient harm throughout the facility and works with top management to ensure compliance with regulatory agencies. QPS fosters cross-functional and system-wider relationships beyond the QPS section to be successful in a highly multidisciplinary and complex organization. The core duties of this position include but are not limited to: Serves as the office manager which entails functions related to optimizing the effectiveness and efficiency of the section with regards to space, furnishings, information technology, timekeeping, training management, etc. Responsible for all financial and acquisition related activities to include forecasting financial needs, preparing budget requests, tracking expenditures, and procuring supplies and equipment. Ensures all financial and procurement transactions are accomplished per applicable laws, regulations, policies, and established business practices. Manages all hiring activities to include obtaining approval to hire, preparing and submitting documentation, coordinating with Human Resources, drafting candidate evaluation and selection materials, scheduling interviews, obtaining references, and performing other related actions on behalf of the selecting official. Conducts organizational and staff analysis to optimize effectiveness and efficiency of support to TVHS and Veterans served. Manages all section level documentation and correspondence to drafting, reviewing, processing, and distribution of items such as memoranda, suspensed taskings, personnel documents, minutes, standard operating procedures, etc. Work Schedule: Monday - Friday | 7:30 AM - 4:00 PM Telework: Ad-hoc available Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer (Quality & Patient Safety)/PD707720 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/12/2024. 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-9 position you must have served 52 weeks at the GS-7. 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. Examples of appropriate SF-50s include: Within grade increases at the highest grade held; or Promotions with an effective date more than one year old; or SF-50s at the highest grade held with an effective date more than one year old. A SF-50 that shows your time-in-grade eligibility must be submitted with your application materials. In addition to meeting the Time-in-Grade requirement, applicants must also meet the specialized experience below. SPECIALIZED EXPERIENCE: We will not make assumptions when reviewing applications. Please see the Required Documents section below for resume requirements. Your experience must be fully documented in your resume and must include job title, duties, month and year start/end dates AND hours worked per week to receive proper evaluation. You may qualify for this GS-9 based on your experience and/or education as described below: 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. Specialized experience is defined as: Forecasting financial needs, preparing budget requests, tracking expenditures, and procuring supplies and equipment. Performing all section contracting officer representative (COR) functions to include contract establishment, surveillance, and evaluation to ensure all contract requirements are met and resolving discrepancies with the contractor and contracting officer to ensure the government and operational needs are met. Managing all section records to include meeting minutes, personnel records, financial records, contract records, and others per the record control schedule and other applicable guidance. Providing oversight and coordination of all official TVHS policy memoranda to include training, reviewing, tracking, distribution, providing notifications, and ensuring compliance with accrediting and reviewing organizations and national policy. Ensuring inquiries, correspondence, and actions for area of responsibility are addressed appropriately. THE PREFERRED CANDIDATE WOULD POSSESS THE FOLLOWING EXPERIENCE: - Lean/Six Sigma Process Improvement Belt Training and Certification - Quality and/or High Reliability Organization (HRO) Training & Experience - Government Financial, Contracting, & Human Resources Experience OR EDUCATION: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a master's or equivalent graduate degree or 2 full years of progressively higher level graduate education leading to such a degree or LL.B. or J.D., if related (Transcript MUST be provided) OR COMBINATION: Applicants may also combine education and experience to qualify at this level. Only graduate education in excess of the amount required for the next lower grade level may be used to qualify applicants for positions at grades GS-9. You must have a combination of specialized experience and education beyond 1 full year of graduate level education. (Transcript MUST be provided) You will be rated on the following Competencies for this position: Administration and ManagementOrganizational AwarenessRecruitment/Placement 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 in nature. No significant physical agility or exertion is required. Position does require occasional travel to other TVHS facilities. 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 Tennessee Valley HCS - Nashville 1310 24th Avenue South Nashville, TN 37212 US
• Name: Caitlin Clabough
• Phone: 615-267-9199
• Email: [email protected]