Administrative Officer - Supervisory

Veterans Health Administration • Columbus, OH

5h • Onsite

About The Position

This position is located in the Primary Care Service at the Columbus VA Ambulatory Care Center (VAACC) in Columbus Ohio. The Primary Care Service includes Primary Care, Urgent Care Center, Compensation and Pension, Environmental Registry, Employee Occupational Health, and Women's Health at the Veterans Affairs Ambulatory Care Center (VAACC) and five (5) Community based Outpatient Clinics (CBOCs). The incumbent specializes in the clinical and business operations which have an ambulatory care focus. The role involves supporting the implementation and sustainment of the Patient Aligned Care Team (PACT) model, coordinating and managing daily clinical operations, and covering administrative subordinate roles during staffing shortages. The position requires assessing daily call-offs, compiling absence lists, and determining optimal clinic coverage based on available resources and the impact on patient rescheduling. Additionally, the role manages supply needs, annual equipment inventory, and material movement, adhering to VA budget and submission requirements. The incumbent designs studies to improve customer service, workflows, and process quality, and presents information during meetings, potentially creating agendas and taking notes. The position directs administrative and technical support services, formulates information papers, and reviews staff actions for quality and compliance. Proficiency in various computerized programs and databases is essential, as is attendance at relevant meetings and training sessions. The role also serves as a backup timekeeper, ensuring accuracy in timecard posting and knowledge of leave policies. The supervisor oversees daily operations, ensures policy adherence, develops performance standards, and evaluates subordinate performance.

Requirements

• Must be a U.S. Citizen.
• Must complete all required steps in the application process, including the application, questionnaire, and an online assessment.
• Selective Service Registration is required for males born after 12/31/1959.
• Subject to background/security investigation.
• Selected applicants will be required to complete an online onboarding process.
• Acceptable forms of identification will be required to complete pre-employment requirements.
• Participation in the seasonal influenza vaccination program is a requirement.
• Must serve a 1-year probationary period or 2-year trial period.
• 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-9.
• Must have one year of specialized experience equivalent to at least the next lower grade (GS-9) in the normal line of progression for the occupation. Examples include: directing a personnel management program; providing budgeting and financial management; managing procurement and contracting; managing an accreditation program; providing for the overall administrative management of an organization.
• OR, Education: 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. Such education must demonstrate the knowledge, skills, and abilities necessary to do the work.
• OR, Combination: A combination of specialized experience and education beyond a Master's Degree (leading to a PhD) and Specialized Experience. Such experience and education must demonstrate the knowledge, skills, and abilities necessary to do the work.

Nice To Haves

• Experience with CERNER EHRM, Microsoft Office Suite (Excel, Word, PowerPoint, Outlook, Teams), SharePoint.
• Experience with VHA Support Service Center (VSSC), VISTA, DSS, and Pyramid Analytics databases.
• Experience in local, VISN, and national C&P / EH meetings and training sessions.
• Experience as a timekeeper and knowledge of leave policies and regulations.
• Experience developing performance standards and evaluating work performance of subordinates.

Responsibilities

• Supports the implementation and sustainment of the Patient Aligned Care Team (PACT) model at the VA ACC and the five CBOCs.
• Supports the coordination and management of daily clinical operations in the Primary Care Service by assigning float Primary Care providers to PACT teams in the event of planned and/or unplanned PACT provider leave.
• Covers the roles of administrative subordinates in the event of significant staffing shortages or other unexpected circumstances.
• Assesses call-off telephone voicemails from PACT or FLOAT providers, noting the call-off and expected duration.
• Compiles a list of PACT and/or Float providers who have communicated their planned absence for the day.
• Determines the best option for overall clinic (Main and CBOCs) coverage based on the supply of available Float providers and the number of Veterans who will need to be rescheduled.
• Manages the overall supply needs, annual Equipment Inventory Listing (EIL) completion for Primary Care, Urgent Care Center and the Women's Clinic services, as well as material movement for the Primary Care Service and its clinics.
• Follows all VA budget and submission requirements according to VA protocol and regulatory guidance.
• Designs studies and organizational strategies for identifying opportunities to improve customer service, workflows and process quality.
• Provides and presents timely information during weekly and monthly Primary Care meetings.
• May be tasked with creating the agenda and taking notes for attendee review in the absence of the Primary Care Health Systems Specialist.
• Directs administrative and technical support services to ensure that inquiries, correspondence, and actions for the department are addressed appropriately.
• Formulates information papers and correspondence on a wide variety of subjects.
• Reviews and evaluates completed staff actions (memos, reports, studies facts sheets, information papers) for overall quality, consistency, logic, soundness of recommendations, and compliance with policy.
• Operates computerized programs such as CERNER EHRM, Microsoft Office, Excel, Word, PowerPoint, SharePoint, Outlook and MS Teams and others as needed.
• Operates in databases such as the VHA Support Service Center (VSSC), VISTA, DSS and Pyramid Analytics.
• Attends local, VISN and national C&P / EH meetings and training sessions relating to the C&P and EH programs.
• Serves as the back-up timekeeper for Primary Care, Women's Health, Military 2 VA (M2VA), Urgent Care Center providers, nursing, and other employees as needed.
• Ensures accuracy in posting timecards and possesses working knowledge of leave policies and regulations.
• Oversees the daily operation of the unit, ensures that agency policies and priorities are being followed, develops performance standards, and evaluates work performance of subordinates.

Benefits

• Comprehensive benefits package for federal employees.
• Access to a range of benefits designed to make a federal career rewarding.
• Eligibility for benefits depends on the type of position and whether it is full-time, part-time, or intermittent.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Education Level: Ph.D. or professional degree