Veterans Affairs, Veterans Health Administration Administrative Officer in West Roxbury, Massachusetts
Summary This Position is located at the West Roxbury, MA campus, Chief of Staff Service Line. APPLICANTS MUST SUBMIT THE FOLLOWING DOCUMENTS: RESUME AND SF50 Responsibilities Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level. This position is located within the Chief of Staff Service Whole Health Program at the at the VA Boston Healthcare System in West Roxbury, MA. The Administrative Officer - Whole Health assists in planning, establishing, and implementing healthcare system policies and procedures for the Medical Center and that contribute to a national transformation. Serves as administrative support to the Director of Whole Health; Performs duties such as taking meeting minutes, travel, answering routine questions and needs of staff/patients within the leadership office; Prepares requisitions and purchase orders and ensures adherence to policies and regulations; Serves as the primary Automated Data Package Application Coordinator providing administrative, technical, analytical, and Automated Data Processing support; Serves as the WHs Program Education Liaison and Education Coordinator by planning education programs, creating and implementing the education plan, and scheduling training sessions; Plans and conducts analyzes of organizational elements including such functions as overtime cost, logistical support, office and field space, telecommunications requirements, word processing systems, duplicating equipment, and work distribution; Reviews program data, workload reports, and staffing requests; Responsible for the execution of Human Resources administrative management responsibilities pertaining to recruitment, selection, promotion, awards, and training activities; Serves as the lead for WHs for researching and correcting clinic encounter problems; Conducts queries within Veterans Health Administration Veteran Support Service Center for WHs staff productivity, outpatient access, and wait times; Creates computerized files, templates, and databases to obtain automated clinical and administrative data; Conducts educational programs on an "as needed" basis for staff in WHs Program; Provides assistance for the budgeting and financial management for the WHs Program; Participates with WHs staff in reviewing office needs, plans and goals to develop budget data, and justification for review and approval; Monitors and tracks obligations and expenditures throughout the budget execution phase; Compiles, consolidates, and analyzes selected administrative support requirements in consideration of needs and cost trends of payroll, travel, supplies, training, and related human resources and materials used to support technical programs; Work Schedule: Monday - Friday, Between the hours of 7:00 am to 4:30pm Telework: Available at discretion of Service Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD03395 and PD009860 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required NOTIFICATIONS: This position is a NAGE Bargaining Unit position. Travel and relocation expenses are not authorized. This position is covered by locality-based comparability pay. Selectee may be required to work at any Boston Healthcare System campus, as needed. Candidates who meet the qualification requirements within 15 calendar days following the closing date of the announcement will be considered. Selectee will be required to complete additional forms to proceed with employment process. Current and former Federal employees must submit copies of their most recent SF-50, (Notice of Personnel Action). The SF-50 must identify the position title, series, grade, step, tenure and type of service (Competitive or Excepted). In some cases, more than one SF-50 may be required to show a higher grade previously held. 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, 04/04/2023. 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-9 position you must have served 52 weeks at the GS-7 For a GS-7 position you must have served 52 weeks at the GS-5. 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. Grade determination GS-9 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-07 in the normal line of progression for the occupation in the organization. Examples of specialized experience is performing administrative management duties pertaining to budget management; procurement and contract administration; human resources/personnel management; space and equipment utilization; and analyzing and measuring effectiveness of programs. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed a master's or equivalent graduate degree or two (2) full years of progressively higher level graduate education leading to such a degree or LL.B., J.D. in a related field of study that demonstrates the knowledge, skills, and abilities necessary to do the work of this Administrative Officer position. This education must have been obtained in an accredited in an accredited college or university. OR, Combination: Applicants may also combine education and experience to qualify at this level. Equivalent combinations of successfully completed graduate level education (beyond the first year) and specialized experience, as described above, which may be used to meet total experience requirements for this grade level. The education portion must include graduate courses that demonstrate the knowledge, skills, and abilities necessary to do to the work of this Administrative Officer. GS-7 Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-05 in the normal line of progression for the occupation in the organization. Examples of specialized experience is performing administrative management duties pertaining to budget management; procurement and contract administration; human resources/personnel management; space and equipment utilization; and analyzing and measuring effectiveness of programs. This Administrative Officer, GS 09 position is being established as a career ladder position (GS 7/9) to the FPL of Administrative Officer GS 9. At this level (GS 7) the work will be performed with more supervision and guidance. The work of this position is the same as described at the FPL (GS 9), but is performed with closer supervision and guidance. You will be rated on the following Competencies for this position: Decision Making Education and Training Planning and Evaluating Veteran and Customer Focus 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: The work of this position requires sitting, standing, bending, and carrying light items such as books and papers. No special physical demands are involved in performing the work. Intermittent travel between campus locations will be required. The work of this position is performed in a typical office setting which is well-lighted, heated, cooled, and ventilated. Work will be conducted in a safe manner adhering to Medical Center safety policies. Occasional travel is necessary. 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 There is no educational substitution at this grade level. 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: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html. 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. The Interagency Career Transition Assistance Plan (ICTAP) and 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/. This job opportunity announcement may be used to fill additional vacancies. 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.