at Veterans Affairs, Veterans Health Administration in Chicago, Illinois, United States
Job Description
Summary 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. Responsibilities Duties Include: -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. -Publishes and maintains Emergency Department schedule to assure 24/7 coverage. -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. -Performs other duties as assigned. -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 – 8:00 AM to 4:30 PM 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/PD20257O Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not approved Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required 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, facility applicants must meet all requirements within 30 days of the closing date of this announcement. Non-facility applicants must meet all requirements by the closing date of this announcement, 07/25/2024. 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. 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. For this position, specialized experience consists of: Knowledge of the full range of administrative and human resources laws, policies, regulations and precedents; knowledge and skill in applying analytical and evaluative methods and techniques to resolve issues or problems; experience in positions that required substantive administrative support functions such as budget, finance, space planning, property management, supply and general administration management, personnel, procurement, and contracting; experience in positions that required knowledge of qualitative and quantitative analytical techniques to analyze both administrative and operational problems, and present written and oral recommendations; working knowledge of advanced management principles, organizational theory, analytical and sta
