Administrative Officer

Job Title

Administrative Officer

Job Description

The incumbent is responsible to provide program support to the Policy Coordination Program in Quality & Safety Service. Duties include but are not limited to:

• Assisting with sequential numbering of facility publications within the Service, tracking of current status, ensuring that each reflects the current VHA and VISN policy, and complies with guidelines established by the Joint Commission, OIG, and other accrediting and regulatory agencies.
• Maintaining a computerized master listing of all policies received, providing a status report upon request.
• Reviewing policies for proper formatting, appropriateness and accuracy with minimum supervision.
• Responsible for electronic distribution and uploading updated or new policies.
• Assists with Quality Improvement Programs including the requirements of Veterans Integrated Service Network(VISN), VA Central Office (VACO), Joint Commission (JC) and the Office of Inspector General (OIG), as they relate to health care delivery services that are provided at the clinics while providing guidance and input for a broad data base for management decisions.
• Provides support and workload data for the Chief, Q&S to assist with resource allocation, team productivity and efficiencies.
• Tracks requested information and feedback on a timely basis from program areas, staff, technicians, and other Medical Center Service Lines in sufficient lead time for reviewing, compiling, correcting and preparing for required signatures for numerous recurring and non-recurring reports.
• Provides technical support and assistance to the Chief of Q&S and position Management Committee in conducting, gathering, and compiling materials for sources mentioned above, developing policy statements and in completing special assignments and projects.
• Performs a wide range of non-routine program support and administrative functions that are essential to the facility's strategic plan for Quality and Safety.
• Identifies existing or potential problem areas and recommends necessary corrective action of preventive measures.
• Forecast, formulate, and final execution of the Quality & Safety Service budget along with managing fund control points. Develops routine plans or schedules using standard references and existing information.
• Provides technical assistance and advice, maintaining necessary controls and suspense files; compiling and submitting necessary paperwork for appointment and staffing purposes, employee clearances, placement, follow-ups, merit promotions, performance awards and evaluations, classification actions, counseling and disciplinary actions; maintaining knowledge of VA/American Federation of Government Employees (AFGE) Master Agreement and coordinating AFGE involvement in personnel related matters, etc.
• Assures that annual performance appraisals for all service line employees are completed in accordance with current regulations and established timeframes.
• Provides guidance and administrative support in developing or rewriting position descriptions, functional statements, and appropriate performance standards.
• Serves as Quality Management's primary timekeeper. Serves as primary timekeeper for timecard processing, and keeping master schedule updated.
• Serves as SME for HR actions, using HR Smart and MSS portals for submissions.

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.

Work Schedule: Monday-Friday, 8:00am - 4:30pm

Telework: Position is eligible for Telework - Ad Hoc. May be authorized at Supervisory discretion.

Virtual: This is not a virtual position.

Position Description/PD#: Administrative Officer/ PD082450 and PD082440

Relocation/Recruitment Incentives: Not Authorized

Permanent Change of Station (PCS): Not Authorized