Administrative Officer

Veterans Health Administration • Syracuse, NY

10d • Onsite

About The Position

The Administrative Officer is located within the Primary Care Service Line at the Syracuse VA. The role provides direct support to the Primary Care Service Line Chief and the services, staff, and programs under the Primary Care Service Line umbrella, including Whole Health. The officer helps ensure that goals and objectives are accomplished and performance measures are met, supporting effective and efficient delivery of services to patients. The incumbent develops, maintains, and implements a comprehensive business plan for the Primary Care Line in accordance with Medical Center philosophies and the Department of Veterans Affairs mission.

The position manages resources and administrative operations, including budget and productivity activities, management controls, and short- and long-range planning. It involves personnel and position management, analysis of patient-centered care team resource needs, budget and staffing recommendations, expenditure approvals, funding requests, capital asset management, and reporting. The incumbent monitors budget activities and contracts, maintains expenditure and contract tracking systems, and serves as a technical expert on operational and personnel administrative issues.

The officer also conducts administrative reviews of clinical privileges, maintains assignment and attendance records for various staff categories, coordinates OPPE/FPPE reviews, and supports integration of quality dimensions and High Reliability Organization principles into daily operations and planning. The role is primarily sedentary. The stated work schedule is 0730–1600, Monday through Friday; telework is ad hoc only, and the position is not virtual.

Requirements

• U.S. citizenship is required.
• Selective Service registration is required for males born after 12/31/1959.
• Applicants are subject to a background/security investigation and must complete online onboarding and provide acceptable identification.
• Participation in the seasonal influenza vaccination program is required for Department of Veterans Affairs Health Care Personnel.
• A one-year probationary period is required.
• For current or former Federal employees subject to time-in-grade requirements for GS-9, 52 weeks at GS-7 is required; supporting SF-50 documentation must be submitted.
• For GS-9 qualification through experience, one year of specialized experience equivalent to GS-7 is required. Relevant experience includes analyzing and measuring program effectiveness, efficiency, and productivity; cost-benefit analysis of clinical programs or organizational changes; budgeting; unit-cost methodologies; and workload forecasting.
• Alternatively, qualify through a related master's or equivalent graduate degree, two full years of progressively higher-level graduate education leading to such a degree, or a related LL.B. or J.D.; transcripts are required when qualifying based on education.
• A combination of qualifying specialized experience and education may be used to meet the qualification requirements.
• Competencies include administration and management, attention to detail, communication, decision making, flexibility, information management, integrity/honesty, interpersonal skills, learning, problem solving, reading comprehension, reasoning, self-management, and teamwork.
• Work is mostly sedentary and involves very little physical effort.

Responsibilities

• Provide direct administrative support to the Primary Care Service Line Chief and associated services, staff, and programs, including Whole Health.
• Help ensure Primary Care Service Line goals, objectives, and performance measures are met.
• Develop, maintain, and implement a comprehensive business plan for the Primary Care Line.
• Manage and advise on resource allocation, including FTE ceilings, hours of duty, salary and supply budgets, equipment, space utilization, and maintenance contracts.
• Analyze patient-centered care team resource needs and recommend non-physician and physician staffing levels.
• Approve individual expenditures for non-recurring items and requests for funding above budgeted levels.
• Prepare funding and staffing requests.
• Manage capital assets, including MCA labor mapping and related reporting requirements.
• Manage Emergency Department and attendance in accordance with Office of Academic (OAA) guidelines.
• Ensure on-call information is entered in AMION and kept current.
• Extract and analyze real-time information and performance data from Syracuse VA, VISN 2, and local, national, and other data sources, including VistA, CPRS, and VSSC.
• Complete local, VISN, and national reporting and assignments, including budget, workload, staffing, productivity, and person-class reporting, accurately and by deadlines.
• Monitor budgetary activities, including contracts, and develop and maintain tracking systems for expenditures and contract concerns.
• Serve as the technical expert on operational problems and personnel administrative issues.
• Review and approve organizational changes, position descriptions, and performance standards.
• Conduct periodic administrative reviews of clinical privileges for physicians and professional staff consistent with VACO and Joint Commission criteria.
• Maintain assignment and attendance records for contract staff, Title 38, Hybrid 38, and Title V staff.
• Coordinate OPPE/FPPE reviews and ensure their timely and accurate completion.
• Integrate the nine dimensions of quality and High Reliability Organization principles into daily operations and planning.
• Perform other duties as assigned.

Benefits

• Comprehensive federal employee benefits package for employees and their families; specific eligibility and benefits depend on position type and should be confirmed with the hiring agency.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level