Administrative Officer
About The Position
The Administrative Officer serves as a key administrative and operational advisor to the Joplin CBOC leadership team—the Lead Clinic Physician and Nurse Manager—under the Assistant Medical Center Director for CBOCs. The position analyzes, evaluates, advises on, and coordinates clinical operations and healthcare delivery processes to improve access, quality, efficiency, and patient experience across assigned CBOCs. The role includes travel to cover the Jay, Oklahoma CBOC, on average once per week. The Administrative Officer monitors access metrics and PACT implementation, coordinates scheduling capacity and clinic resources, produces and validates operational reports, and supports patient and controlled-correspondence responses. The position also assists with budget formulation and execution, resource and space management, equipment accountability, contracting and leasing activities, recruitment and retention processes, and provider credentialing and proficiency tracking. The role supports quality, compliance, and safety activities by monitoring performance measures, conducting compliance tracers, coordinating corrective actions, assisting with adverse-event and disaster coordination, maintaining standard operating procedures, and delivering training. It uses VHA analytical tools to analyze performance data and prepare trend analyses and management briefings for the Assistant Medical Center Director for CBOCs. The schedule is Monday through Friday, 7:30 a.m. to 4:00 p.m., and may change based on facility needs. Telework may be authorized; eligibility will be discussed during the interview. This is not a virtual position.
Requirements
- U.S. citizenship is required.
- Complete the required application, questionnaire, and online assessment.
- Meet applicable time-in-grade requirements if a current or former Federal employee or VEOA applicant; GS-09 applicants subject to this requirement must have 52 weeks at GS-07.
- For GS-09 qualification through experience: one year of specialized experience equivalent to GS-07 or higher, including administrative operations and HR/personnel administration (such as onboarding, timekeeping, and leave processing); budget formulation and execution (including purchase-card reconciliation); procurement and contract support; policy and SOP development and compliance; and oral and written communication, including formal correspondence.
- Alternatively, qualify through a related master's or equivalent degree, two years of progressively higher-level education toward such a degree, or an LL.B. or J.D. in a related field; transcripts are required when relying on education.
- Alternatively, qualify through a combination of graduate education beyond the first graduate year or 18 semester hours and specialized experience; transcripts are required.
- A current driver's license is required.
- Register for Selective Service if applicable to males born after December 31, 1959.
- Pass a background/security investigation and complete the online onboarding process and acceptable-identity-document requirements.
- Participate in the seasonal influenza vaccination program as a condition of employment.
- Serve a one-year probationary period or two-year trial period, as applicable.
- Demonstrate the competencies assessed for the position: attention to detail, decision making, flexibility, integrity/honesty, interpersonal skills, learning, reading comprehension, reasoning, self-management, and teamwork.
Responsibilities
- Monitor and analyze CBOC access metrics and PACT model implementation; identify bottlenecks and recommend process improvements.
- Coordinate scheduling grids, room utilization, and provider templates with Service Lines and Scheduling to align capacity with demand.
- Produce recurring reports and validate data for facility management, VISN, VHA, TJC, and OIG requests concerning CBOC operational performance.
- Serve as an operational point of contact for patient and family inquiries; collaborate with Patient Advocates and draft and route responses to Congressional and other controlled correspondence.
- Participate in budget formulation, justification, and execution; ensure expenditures are authorized and documented and provide financial advice to clinic leadership.
- Assist with space utilization surveys and plans, equipment lifecycle actions, and internal resource-accountability controls.
- Support contracting and leasing activities; maintain required COR training and coordinate stakeholders and contingency plans for contracted work affecting clinic operations.
- Support recruitment and retention processes and coordinate provider credentialing, privileging documentation, and proficiency tracking with the Medical Staff Office and service chiefs.
- Provide operational input to performance evaluations.
- Monitor performance measures; conduct routine compliance tracers for VA, TJC, and OSHA standards; trend findings and coordinate corrective actions.
- Assist with disaster and adverse-event coordination, including documentation and communication with the facility Command Center in accordance with local policy.
- Assist in developing and maintaining CBOC SOPs; interpret and implement VHA, VISN, and VAMC policies; plan and deliver training on operational processes and data tools.
- Use VHA analytical tools to track and analyze CBOC performance data and inform decisions and recommendations.
- Prepare trend analyses and management briefings for the Assistant Medical Center Director for CBOCs, highlighting issues and needs for upcoming fiscal periods.
- Travel to cover the Jay, Oklahoma CBOC, on average once per week.
- Drive to other facilities within the VHSO health care system.
Benefits
- Federal employee benefits package is available to eligible employees and their families; specific eligibility depends on position type.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
