Administrative Officer - Supervisory

Veterans Health Administration•Columbus, OH

2d•Hybrid

About The Position

This supervisory position is in the Primary Care Service at the Columbus VA Ambulatory Care Center (VAACC) in Columbus, Ohio. The service includes Primary Care, Urgent Care, Compensation and Pension, Environmental Registry, Employee Occupational Health, and Women's Health at the VAACC and five Community Based Outpatient Clinics (CBOCs). The incumbent specializes in clinical and business operations in an ambulatory care setting. The Administrative Officer supports the implementation and sustainment of the Patient Aligned Care Team (PACT) model at the VAACC and five CBOCs and coordinates daily clinical operations, including assigning float Primary Care providers to teams when providers are absent. The position also covers administrative subordinate duties during significant staffing shortages or unexpected circumstances. The officer manages operational supplies and equipment inventories for Primary Care, Urgent Care, and Women's Health, and coordinates material movement in accordance with VA budget requirements, protocols, and regulations. The role develops studies and organizational strategies to identify opportunities to improve customer service, workflows, and process quality; provides timely information at meetings; and may prepare meeting agendas and notes. The position directs administrative and technical support services, prepares information papers and correspondence as needed, and reviews staff actions for quality, consistency, logic, sound recommendations, and policy compliance. It uses computerized systems and databases, attends relevant local, VISN, and national meetings and training, and serves as a backup timekeeper for several services and employee groups. The incumbent oversees daily unit operations, ensures agency policies and priorities are followed, develops performance standards, and evaluates subordinate performance. The work schedule is Monday through Friday, 7:00 a.m. to 3:30 p.m. Ad-hoc telework may be authorized; the position is not virtual. The work is mostly sedentary, with occasional carrying of light items and walking, standing, or bending, especially during equipment inventories. Some mental strain may result from time constraints and frequent reviews and reports.

Requirements

One year of specialized experience equivalent to at least the GS-9 level, such as coordinating and managing daily clinical operations in a healthcare setting; planning, coordinating, and monitoring supply and equipment needs for multiple clinical services; analyzing clinical and administrative data to evaluate operational performance; and leading and directing work.
Alternatively, a Ph.D. or equivalent doctoral degree, three full years of progressively higher-level graduate education leading to such a degree, or a related LL.M. may substitute for the required experience.
A combination of qualifying specialized experience and education beyond a master's degree leading to a Ph.D. may also qualify.
Current federal employees and certain former federal employees applying for a GS-11 position must meet the time-in-grade requirement of 52 weeks at GS-9 and provide supporting SF-50 documentation.
Must be a U.S. citizen.
Must complete the required application steps, including an online assessment.
Selective Service registration is required for males born after December 31, 1959.
Must complete a background/security investigation and online onboarding requirements.
Participation in the seasonal influenza vaccination program is required for VA Health Care Personnel.
Must serve a one-year probationary period or two-year trial period, as applicable.
A transcript must be submitted if education is used to qualify; foreign education requires a Certificate of Foreign Equivalency.
The work is mostly sedentary and may involve occasional carrying of light objects, walking, standing, and bending; no special physical demands are required.

Responsibilities

Support implementation and sustainment of the Patient Aligned Care Team (PACT) model at the VAACC and five CBOCs.
Coordinate and manage daily Primary Care clinical operations, including assigning float providers to PACT teams during planned or unplanned provider absences.
Cover administrative subordinate roles during significant staffing shortages or other unexpected circumstances.
Monitor provider call-offs, document absences and expected durations, compile daily absence lists, and determine clinic coverage based on available float providers and the number of Veterans requiring rescheduling.
Manage supply needs, annual Equipment Inventory Listing (EIL) completion for Primary Care, Urgent Care, and Women's Health, and material movement in accordance with VA budget requirements, protocols, and regulatory guidance.
Design studies and organizational strategies to identify opportunities to improve customer service, workflows, and process quality.
Provide timely information at weekly and monthly Primary Care meetings; create agendas and meeting notes when needed.
Direct administrative and technical support services and ensure inquiries, correspondence, and departmental actions are addressed appropriately.
Prepare information papers and correspondence on varied subjects as needed.
Review staff actions, including memoranda, reports, studies, fact sheets, and information papers, for quality, consistency, logic, soundness of recommendations, and policy compliance.
Use computerized programs and databases needed for the work, including CERNER EHRM, Microsoft Office applications, SharePoint, Outlook, MS Teams, VSSC, VISTA, DSS, and Pyramid Analytics.
Attend local, VISN, and national Compensation and Pension (C&P) and Environmental Health (EH) meetings and training sessions.
Serve as backup timekeeper for Primary Care, Women's Health, M2VA, Urgent Care Center providers, nursing, and other employees as needed; ensure accurate timecards and maintain working knowledge of leave policies and regulations.
Oversee daily unit operations, ensure agency policies and priorities are followed, develop performance standards, and evaluate subordinate work performance.