Administrative Officer

at Veterans Affairs, Veterans Health Administration in Chicago, Illinois, United States

Job Description

Summary This position is organizationally aligned to the Sterile Program Service (SPS) Reusable Medical Equipment (RMD) program at the Jesse Brown VA Medical Center (537) in Chicago, IL. The primary purpose of this position is to provide administrative and management related support by analyzing, evaluating, advising, and/or conducting administrative processes and operating, and evaluating the comprehensive management RMD program for Sterile Processing Services. Responsibilities Duties for an Administrative Officer include but not limited to: Directs and manages the office operations functions of the entire Sterile Program Service (SPS) Reusable Medical Equipment (RMD) program. Responsible for personnel management, control and requisition of supplies and equipment, reports, flow and timeliness of work, and adherence to VHA directives and Medical Center policies as they relate to RMD to facilitate staff in their accomplishment of the patient care mission. Determines appropriate sources of information required to research and obtain essential information to accomplish the program operations work efficiently and effectively. Develops policies, procedures, communications, and other documents. Coordinates the personnel management program, performing or overseeing the full range of human resources requirements. Acts as the liaison with the facility Human Resources Management Service concerning personnel-related matters. Retrieves and gathers confidential data, organizes it, prepares it for Chief, SPS to inform individual assessments and meetings with Executive Team members. Acts as primary timekeeper for staff within the SPS service line. Schedules appointments, maintains calendars, coordinates meetings, and schedules conferences and meetings. Coordinates all short and long-range planning activities of the SPS department by working with staff to develop written proposals for new programs. Assists in providing guidance on routine aspects of tasks to support the administration of established quality and productivity programs for the organization. Provides for the budgeting and fiscal management of the service. Participates with management in reviewing office needs, plans, and goals to develop budget data and justification for review and approval. Serve as a Contracting Officer’s Representative for the Sterile Processing Service contracts and will assist the VISN 12 Contracting Officer in developing and awarding contracts to meet the service needs. Performs other related duties as assigned. Work Schedule: Monday – Friday – 8:00am – 4:30pm Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD240670 Relocation/Recruitment Incentives: Not Authorized Promotion Potential: The selectee may be promoted to the full performance level GS-11 without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level. 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, 07/25/2024. This position includes a Selective Placement Factor (skill, knowledge, ability or other worker characteristic basic to – and essential for – satisfactory performance of the job). Selective Placement Factors are a prerequisite to appointment and represent minimum requirements for a position. Applicants who do not meet it are ineligible for further consideration. The Selective Placement Factor for this position is: Must have 2 years of Administrative Officer Experience. (Application/resume materials must reflect this experience in detail to receive credit for this selective placement factor). AND, You may qualify based on your experience and/or education as described below: **** NOTE: SPECIALIZED EXPERIENCE MUST BE WELL DOCUMENTED AND DETAILED IN YOUR RESUME. FAILURE TO DO SO WILL DISQUALIFY YOU FROM FURTHER CONSIDERATION.**** 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-09 position, you must have served 52 weeks at the GS-07. 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: GS-9: 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 would typically include, but are not limited to: Timekeeper experience; Directs and manages the office operations functions of the entire Sterile Program Service (SPS) Reusable Medical Equipment (RMD) program; Assisting to provide overall administrative management for the service; applies new policies, provides advice on requirements, maintains administrative systems, and prepares administrative paperwork. Assisting with budgeting and fiscal management of the service to include: budget formulation, justification, execution, financial management, and financial reporting; provides advice to management and program personnel on budgetary and finance issues. Knowledge of HR related processes and actions, projecting staffing needs, writing position descriptions and/or functional statements, developing job analyses, performance plans, time and leave approval, disciplinary actions and training. Assisting with Medical Center Memorandums, SharePoint content, forms and processes; Ensures inquiries, correspondence, and actions are addressed appropriately. 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 TRANSCRIPTS REQUIRED. OR, Combination: Applicants may also combine education and experience to qualify at this level. 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: Communication and interpersonal relations, including the ability to appropriately and courteously relate to internal and external customers. Maintenance of confidentiality of Employee information (electronic and print). Work a