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Summary The Administrative Officer serves as the subject matter expert for Geriatrics and Extended Care Service (G&EC) at the Malcom Randall VA Medical Center in Gainesville, Florida. Under the supervision of the Associate Chief of Staff of G&EC. Guidance and monitoring of the G&EC service, Community Living Center, Palliative Care Service, Home Based Primary Care, Medical Foster Home and Veteran Directed Care. Responsibilities Major Duties: Responsible for coordinating meeting with stakeholders during both the planning and implementation phase for these projects. Monitor VHA Support Service Center Capital Assets (VSSC) reports including Community Living Center (CLC) compare, Palliative Care, Bereaved family Survey, Goals of Care, non-institutional care trend. Administrative Officer will monitor Productivity Cube ensuring productivity of G&EC program staff and report to Associate Chief of Staff (ACOS) and Geriatrics and Extended Care Service (G&EC) Leadership to ensure accurate workload capture and program productivity. Serves as the G&EC primary point of contact for onboarding new staff, management and upkeep of the service organization chart and services as the HR liaison for staffing issues to include Manager Self Service (MSS) updates, labor mapping and as the DSS liaison. Maintains and ensures compliance with timekeeper training records and reports of all G&EC timekeepers, and notifies timekeepers annually. Responsible for timekeeping audits, submitting all required certification forms and reports to Finance Service. Ensuring that all cascade call lists, contingency plans, service policies and other relevant information is accurate and updated on the SharePoint by Program Secretary. Updating, rescinding, editing and adding all G&EC Service Policies, Appendices and Attachments. Monitors compliance with timeliness of Electronic Medical Record (EMR) documentation and administratively assigns clinical staff for follow up and completion of consults or records. Providing program specialty support to the ACOS, G&EC and various sections throughout the service. Reviews and prepares program specific correspondence for signature of the NF/SGVHS Director and/or the ACOS, G&EC in conformance with VA regulations to include appropriate format, grammar, factual correctness, and special policies of the VISN. Computer skills (i.e., word processing, file management, VistA programs, and Excel spreadsheets) and communication tools such as Microsoft Outlook, Teams, Video Teleconferencing and Cisco WebEx. Resolving internal and external customer concerns through utilization of communication skills and knowledge of program policies while maintaining a veteran-centered approach. Work Schedule: Monday-Friday 8:00AM to 4:30PM Telework: This is not a telework position. Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD051090 Financial Disclosure Report: Not required Bargaining Unit: AFGE Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job Selective Service Registration is required for males born after 12/31/1959 You may be required to serve a probationary period Subject to background/security investigation Selected applicants will be required to complete an online onboarding process Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) - See "Additional Information" below for details. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 07/05/2024. 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. The grade may have been in any occupation, but must have been held in the Federal service. An SF-50 that shows your time-in-grade eligibility must be submitted with your application materials. If the most recent SF-50 has an effective date within the past year, it may not clearly demonstrate you possess one-year time-in-grade, as required by the announcement. In this instance, you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade. Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment. You may qualify based on your experience and/or education as described below: Specialized Experience: You 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 in the organization. Examples of specialized experience would typically include, but are not limited to: Ability to work and communicate effectively and resolve problems in a friendly manner with clinical and administrative staff, patients, families and visitors. Oversee service operations and sections within the service, maintaining/tracking various programs' data. Ability to review data to forecast needs for service and identify opportunities to realign current resources or request new resources to meet these needs. Knowledge of CPRS, Excel and other software packages to input, retrieve, and analyze data as required for recurring and/or special reports and uses. Maintains office inventory and supplies, acts as a Timekeeper for a service, and HR liaison to ensure service recruitment and staffing occurs as needed. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a Master's or equivalent graduate degree. OR, 2 full years of progressively higher level graduate education leading to such a degree OR,LL.B. or J.D., if related. Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and graduate education as described above. (Transcripts Required). You will be rated on the following Competencies for this position: Computer Skills Critical Thinking Interpersonal Skills Manages and Organizes Information Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience. Note: A full year of work is considered to be 35-40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment. Physical Requirements: Primary sedentary; Walking, standing, bending, carrying of light items such as papers, books, small parts or equipment may be required at times. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/. Education A transcript must be submitted with your application if you are basing all or part of your qualifications on education. Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. 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. For further information, visit: https://sites.ed.gov/international/recognition-of-foreign-qualifications/. Additional Information Receiving Service Credit or Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. Special Employment Consideration: VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities [i.e., intellectual disabilities, severe physical disabilities, or psychiatric disabilities], and/or Disabled veterans with a compensable service-connected disability of 30% or more. Contact the Agency Contact for information on how to apply under this appointment authority via the Selective Placement Coordinator. The Career Transition Assistance Plan (CTAP) provide eligible displaced Federal/VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/. During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions. This job opportunity announcement may be used to fill additional vacancies. Pursuant to VHA Directive 1193.01, VHA health care personnel (HCP) are required to be fully vaccinated against COVID-19 subject to such accommodations as required by law (i.e., medical, religious or pregnancy). VHA HCPs do not include remote workers who only infrequently enter VHA locations. If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date. The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required accommodation from this requirement using the reasonable accommodation process. If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement.