Administrative Officer

Administrative Officer

Duties include but are not limited to:

• Assigns work to be accomplished by subordinates, establishes, and adjusts short-term priorities to fall within the long-term goals of the department.
• Follows up on complaints and breakdown in the processes and establishes new guidance to solve any issues that arise.
• Evaluates work performance of subordinates and gives advice, counsel, or instruction to employees on non-clinical work and administrative matters.
• Develops performance standards, position descriptions, and other HR related paperwork or requests.
• Organizes panels and interviews candidates for positions in the unit; recommends appointment, promotion, or reassignment to such positions.
• Approves annual and sick leave for all subordinate staff. Is cognizant of, and adheres to EEO policies and regulations when overseeing staff and making selections for employment and promotions.
• Responsible for all administrative functions within the Dental Service at (VAPIHCS) and will represent the supervisor when so designated. These responsibilities include, but not limited to fiscal, budgeting, staffing, accreditation compliance, quality improvement, safety, supply management and public affairs. Additionally incumbent serves as liaison and is responsible to top management, and all other internal/external customers on administrative matters concerning the Dental Service. Incumbent provides administrative leadership and support, clerical direction, strategic planning, and coordination of operations throughout all of VAPIHCS Dental Service.
• Leads and administers space and equipment Utilization Programs for Dental department. Recommends and informs the supervisor and Chief of Staff on administrative policies, resource utilization and workload projections within the Clinical Service program.
• Develops and assists in the initiation or revision of administrative policies in Dental department and is responsible for organizing and leading meetings whenever needed. This includes meetings at VISN, VAPIHCS and Dental department level.
• The incumbent will be responsible for the timely processing of consults by the dental department. This role is as a supervisor to the positions that review and process requests for consults, treatment plans, and claims that requires approval.
• Develops or updates Dental Service program policies and procedures. Assists clerical personnel by providing information on unusual format or other technical questions. Review the existing database for statements of VAPIHCS policy which appear to be out-of-date, contradictory with any other policy statement or SOP, or which are otherwise deficient. Review proposed policy statements, prior to their submission to the leadership for signature. Review will be for style, grammar, usage, formatting, quality, redundancy, consistency with other statements of VAPIHCS policy, and for other measures of appropriateness.
• Maintains budget control records and assures funds are used in accordance with the operating budget. Serves as a liaison between Dental Service and local servicing finance office in maintaining and reconciling budget allocations. Reviews fund requests from Dental Service staff for adequacy, completeness, and conformance with procedural and technical requirements. Exercises fund control authority and establishes internal methods of control to ensure funds are used according to operating plan.
• Develops plans for equipment additions and upgrades to enhance Service technology. The incumbent will be the primary COR for VAPIHCS dental department at ACC and lead the COR function for the newly opening Akaka dental clinic at Kapolei location, until advised by the Akaka management to stop. Present conversations indicate this process may be 2-3 years away.
• Performs other duties as assigned.

Work Schedule: Full-Time, 7:00am - 3:30pm

Telework: Ad-Hoc - May be authorized at supervisory discretion

Virtual: This is not a virtual position.

Position Description/PD#: Administrative Officer / PD03011O

Relocation/Recruitment Incentives: Not Authorized

Critical Skills Incentive (CSI): Not Approved

Permanent Change of Station (PCS): Not Authorized