Summary The primary purpose of the Administrative Officer is to provide technical and administrative supervision for Primary Care Service, that involve direct and substantial effects on the services through significant internal/external policy establishment and oversight, determining and implementing organizational structure changes, and evaluating productivity/efficiency to reduce operating costs which will ultimately affect resource allocation. Responsibilities Major Duties and Responsibilities Supervisory Duties: The incumbent oversees the daily operation and supervises the office/administration staff; 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; Plans training and development with subordinate employees to assure they acquire and maintain both technical competencies in their fields and cross training in related fields. Budget Planning, Management, and Execution: The incumbent is responsible for planning, managing, and executing the budget for Primary Care Services. Gathers information and analyzes changing needs, workload, supply use, contracted services, staffing, and equipment. Uses this information to appropriately execute the budget plan as well as project budget needs, potential surpluses or deficits, and make recommendations for approval to Service Chiefs, the Chief of staff, and Executive Leadership team on budget reallocations. Strategic Direction/Long-Term Planning/ Continuous Quality Improvement: The incumbent develops long-range multi-year strategic plans and short-term operations plans for the Primary Care Service and will present them to the Executive Leadership Team yearly. Planning includes strategizing equipment life, employee levels to accomplish work within allocated resource ceilings, etc. The incumbent works closely with the Assistant Chiefs, Program Managers, Clinic Managers, Medical Directors, Associate Chief of Staff of Primary Care, Chief of Staff, and other senior leadership to developshort, medium, and long-term goals for the program. The incumbent's participation in a large percentage of projects and committees throughout the hospital is integral to their role as Primary Care is a foundational Service for nearly every mechanism in the health care system. The incumbent establishes and executes performance plans, policies, procedures, and operational plans to achieve these goals. Program Administration/Personnel Management and Due Process, Regulatory, Accreditation, and Legal Requirements: The incumbent is responsible for all program administration and personnel management for program areas that have direct and substantial effects on both services through significant internal/external policy establishment and oversight, determining/implementing organizational structure changes. Additional program requirements include development and implementation of policies and procedures, competency program, education and training, performance management, discipline, staffing, space utilization, supply management, and equipment inventory for entire service and clinics across the tristate region. Responsible for service level management of labor mapping, access, grid validation and program improvement projects. The incumbent continually monitors service level IT user groups, controls/monitors and provides access to service level computer network workgroups and products. The incumbent provides ongoing training and assistance to new and incumbent staff regarding policies and procedures. The incumbent monitors assigned service staff's mandatory training for completeness within required timelines. Performs other related duties as assigned. Work Schedule: Monday - Friday, 8:00am - 4:30pm. 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 telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD127380 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job Selective Service Registration is required for males born after 12/31/1959 You may be required to serve a probationary period Subject to background/security investigation Selected applicants will be required to complete an online onboarding process Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) - See "Additional Information" below for details. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 01/21/2025. 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.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: Specialized experience includes, advising management, supervisors, and employees on the interpretation/application of human resources policies, practices, and procedures; providing broad range of management/staff assistance; performing budget execution functions; monitoring expenditures against budget formulation plans; managing supply needs, services, material movement, and real property; developing, approving, initiating, and implementing administrative policies/procedures; communicating recommendations to management on improvement/advancement of productivity; working closely with other sister departments while exchanging information related to organizational issues, programs, and functions; reviewing varied/complex reports and other reports/surveys from health regulatory agencies; directing administrative support services and addressing inquiries, correspondence, and actions; conducting observations, analysis of work processes, and special studies; identifying inefficiencies, problems, potential problems, and conflicts; developing recommendations for solutions and implementing new/modified guidelines, work processes, and operations. You will be rated on the following Competencies for this position: Analysis and Problem Solving Attention to Detail Interpersonal Skills Leadership Reasoning 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. The work is typically performed in an office setting. 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. Additional Information Receiving Service Credit or Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. This job opportunity announcement may be used to fill additional vacancies. Pursuant to VHA Directive 1193.01, VHA health care personnel (HCP) are required to be fully vaccinated against COVID-19 subject to such accommodations as required by law (i.e., medical, religious or pregnancy). VHA HCPs do not include remote workers who only infrequently enter VHA locations. If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date. The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required accommodation from this requirement using the reasonable accommodation process. If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement. Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.