Administrative Officer- Blind Rehab & Optometry Service

Veterans Health Administration•Battle Creek, MI

7d•Hybrid

About The Position

The Administrative Officer (AO) of Blind Rehabilitation and Optometry Service (BR/O Service) is responsible to the Chief, BR/O Service. The incumbent develops and directs all administrative functions of the BR/O Service at the Battle Creek VA Medical Center and the Wyoming VA Clinic. This role involves applying analytical methods for performance assessment, exercising independent judgment in problem-solving, and ensuring staff proposals are complete. The AO takes initiative in program planning, resource management, and inter-service communication. They make recommendations to the Chief regarding organizational structure changes, monitor services, deliver presentations on performance, and prepare reports. A key responsibility is tracking and developing performance measures to ensure quality, and implementing process improvements to enhance patient satisfaction and program compliance with regulatory requirements. The AO also serves as the Human Resources liaison, advising on staffing, performance standards, and evaluations, monitoring staffing movements, and preparing staffing action requests. They ensure timely submission of performance ratings and adherence to administrative deadlines. The role involves monitoring and analyzing workload and production, coordinating with Health Administration Service for accuracy, and contributing to strategic planning, program development, and policy/SOP development. The AO prepares and presents briefings to upper-level management, assesses resources, and maintains relationships with Program Managers for staffing and scheduling. They ensure readiness for Joint Commission, Office of Inspector General, and other regulatory agencies, investigate patient complaints, and oversee clinic setups, space, and equipment issues. Independent rounding and follow-up on arising issues are also part of the duties, in collaboration with all levels of supervision and services.

Requirements

Must be a U.S. Citizen to apply for this job.
Must complete all required steps in the process, including the application, questionnaire, and an online assessment measuring critical general competencies.
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 form(s) of identification will be required to complete pre-employment requirements.
Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP).
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-09 position you must have served 52 weeks at the GS-07.
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: knowledge of office management or program management that involves planning, staffing, directing, and/or budgeting; coordinating administrative support activities (i.e., approve meeting minutes and agendas, etc.); monitoring/tracking programs or processes; and assisting with resource management responsibilities (i.e., allocating space, time, equipment for daily use of staff, etc.).
OR, Education: Successful completion of a master's degree or equivalent graduate degree, two (2) full years of graduate level education leading to such a degree, or LL.B. or J.D. in a related field that demonstrates the ability to perform the duties of this position.
OR, Combination: Equivalent combinations of successfully completed graduate-level education (beyond the first year) and specialized experience, as described above, which meet the total experience requirements for this grade level.
A transcript must be submitted with your application if you are basing all or part of your qualifications on education.
If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education.

Nice To Haves

Preferred experience: scheduling and/or administrative support experience.

Responsibilities

Apply analytical methods and detailed study procedures for ongoing assessment of BR/O Service performance metrics and care delivery.
Exercise independent, creative judgment in accomplishing major duties; develop background and management options, available to deal with complex issues and problems; and ensure proposals submitted by staff of various diverse natures are complete and all implementation actions are accurately identified.
Take initiative in program planning and development, managing all resources, and establishing and maintaining communication with all Services within the Medical Center.
Make recommendations to the Chief on such matters as desirability of changes in the organizational structure and the specific changes to be made.
Monitor services provided, deliver presentations to facility leadership on service performance, prepare reports on consult requests and responses.
Track and develop performance measure monitors to assure quality in BR/O Service.
Develop, plan, and implement process improvement measures as needed to maintain or improve patient satisfaction.
Ensure program compliance with regulatory agency requirements.
Monitor compliance and communicate regularly with quality assurance personnel.
Advise care line managers and employees on the interpretation and application of a variety of human resources procedures including staffing, performance standards, performance evaluations, competencies, and related areas.
Serve as the Human Resources liaison, monitoring service staffing movements and preparing and submitting requests for staffing actions to appropriate boards/committees and HR.
Ensure that performance ratings, utilizing the current employee performance system or process, are submitted in a timely manner in accordance with regulatory guidelines.
Assure BR/O staff adhere to administrative deadlines and requirements.
Clearly communicate all staff performance levels to Chief, BR/O Service regularly, and maintain confidentiality.
Monitor and analyze workload and production of the care line clinicians.
Work closely with Health Administration Service to ensure grid accuracy and timeliness of any creations and/or alterations.
Responsible for strategic planning, program development, and development of policies and SOPs with input from Chief, BR/O Service.
Meet performance improvement measures by monitoring progress toward meeting performance measures and developing and initiating solutions for process improvement.
Prepare and present briefings to upper-level management.
Assess and make recommendations regarding available resources.
Maintain close working relationship with Program Mangers to maintain functional and efficient staffing levels and Veteran scheduling availability.
Assure Joint Commission, Office of Inspector General and other oversight/regulatory agency readiness.
Investigate and draft responses to patient complaints.
Oversee and coordinate clinic setups, space issues, and equipment issues.
Round independently and with BR/O Chief.
Follow up with any issues that arise.
Ensure compliance with VHA directives and local policies.