This position is organizationally aligned under the Emergency Medicine Service (EM) at the Jesse Brown VA Medical Center, Chicago, IL. The primary purpose of the position is to direct and perform all administrative functions that include HR management, budget and finance, program analysis, as well as a variety of related administrative matters.

Duties

Major Duties: Directs the personnel management program and performs or oversees the full range of human resources requirements. Directs matters involving recruitment, promotions, awards, position classification, training, disciplinary actions, etc. Shares oversight responsibility with the Chief of the Service for performance appraisal and merit pay programs. Advises management and employees through the interpretation and application of a variety of human resources policies, practices, and procedures. Manages workflow, capacity utilization, and maintains staffing levels to assure successful operations of the service line. Manages the recruitment, orientation and retention of clinical and nonclinical staff. Monitors part-time and fee-basis providers. Serves as Delegation of Authority for timekeeping. Coordinates performance appraisal rating activities, assuring compliance with labor contracts and VA regulations. Tracks personnel certifications and training requirements. Administrative Management Duties Include: Oversees administrative programs to include distribution and dissemination of incoming mail, internal controls, records management, publication and forms management, and timesheets. Develops information papers and correspondence on a variety of administrative functions. Prepares and presents reports for leadership, including daily reports as required. Reviews and evaluates completed actions such as memos, reports, studies, fact sheets, information papers, etc., for quality and compliance with policy. Implements administrative policies and procedures for service. Proposes improvements to administrative directives and policies. Analyzes management plans to determine the impact on administrative processes. Tracks and manages the Service's equipment. Tracks Service's policies and standard operating procedures for expiration and works with leadership to update or write new items as needed. Evaluates program operations, identifies problems, inefficiencies, and potential problems. Plans and conducts management studies and analyses to determine the impact of medical facility realignments and changes. Prepares reports with findings and recommendations based on management and administrative considerations. Provides for the budgeting and financial management of the Service to include budget formulation, justification, and execution, financial management, and financial reporting. Provides advice to management and program personnel on budgetary and finance issues. Participates with management in defending the budget before senior level management. Performs program cost analyses, such as cost-benefit or economic evaluations of programs. Serves as Contracting Officer Representative (COR) for service. Manages procurement and contracting for service. Drafts and/or reviews all contract proposals and agreements to assure accurate budgetary, personnel and administrative arrangements. Serves as an approving official and complies with all the acquisition regulations. Certifies reconciled payment charges in Integrated Fund Distribution, Control Point Activity, Account and Procurement systems. Effectively communicates while maintaining interpersonal relations, including the ability to appropriately and courteously relate to internal and external customers. Meets the needs of customers while supporting the Hospital and Service mission. Consistently communicates and treats customers (patients, visitors, volunteers, and all Hospital Staff) in a courteous, tactful, and respectful manner. Provides the customer with consistent information according to established policies and procedures. Handles conflict and problems in dealing with the customer constructively and appropriately. Track Emergency Ambulance Service usage and analyze for areas of growth, cost-benefit and Community Care dollars saved. Performs other duties as assigned. Work Schedule: Monday through Friday 8:00am-4:30pm or 7:00am-3:30pm Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for limited telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD202570 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, 12/31/2024. 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 by the closing date of this announcement. For a GS-11 position you must have served 52 weeks at the GS-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: Specialized Experience: At least one (1) full year of experience equivalent to the GS-9 level. Specialized experience is defined as experience that equipped the applicant with the particular knowledge, skills and abilities to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled. Specialized experience includes: Creating reports, coordinating and scheduling meetings, and submitting requests/work orders using a personal computer and office automation programs (such as word processing, spreadsheets, etc.); maintaining and updating department or service-level databases and shared computer drives; accurately preparing timecards for submission and processing; resolving timekeeping issues related to overtime, holiday pay, unscheduled hours, and various types of extended leave; managing and balancing financial aspects of general fund control points and purchase procedures; and preparing and submitting requests for recruitment, promotion, reassignment, and disciplinary actions. NOTE: 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. -OR, Substitution of Education for Experience: 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, obtained in an accredited college or university which may be substituted for specialized experience to qualify for this GS 11, Administration Officer position if such education demonstrates the knowledge, skills and abilities necessary to do the work of the position. NOTE: Transcripts Required. -OR, Combination of Experience and Education: Equivalent combinations of education at the Ph.D. level and specialized experience directly related to the work of the Administration Officer position as described above may be used to meet the experience requirement for this GS-11 position. NOTE: Transcripts Required. Preferred Experience: Time keeping, data analysis, staff onboarding, COR, Excel. You will be rated on the following Competencies for this position: Administration and ManagementComputer SkillsContract AdministrationManaging Human ResourcesQuality 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 requires mobility and relative physical efforts may be required. Manual dexterity is required in operation of personal computer and other office equipment. Working Conditions: The work is typically performed in an adequately lighted and climate-controlled office. 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 Jesse Brown Department of Veterans Affairs Medical Center 820 South Damen Avenue Chicago, IL 60612 US
• Name: Antonio Olgin
• Email: [email protected]