Administrative Officer

Administrative Officer

The primary responsibility is to ensure efficient day-to-day operations for all programs within the Mental Health Service Line. This role involves providing comprehensive administrative management support across various mental health activities located in various areas throughout North Carolina and coordinating these activities with other Medical Center services. Directs and coordinates administrative, operational, and planning activities within the service Line and collaborates with personnel from other VA Medical Center, VAMC, VISN, VA Headquarters, Duke University Medical Center, Readjustment Counseling Service, and other private, state, and federal organizations.

Service Administration

• Serves as the principal administrator for the Mental and Behavioral Health Service Line (MBHSL), providing comprehensive administrative oversight for programs spanning multiple clinical sites and more than 225 full-time equivalent employees (FTEEs), including physicians, psychologists, nurse practitioners, administrative staff, and trainees;
• Provides leadership and coordination for administrative functions including human resources management, clinic operations, fiscal coordination, space planning, and equipment oversight to ensure efficient and compliant service delivery across all Mental Health locations including Durham VAMC, Hillandale II, Garner, and community-based outpatient clinics
• Directs service line administrative operations including personnel management, recruitment activities, position management, and workforce utilization
• Serves as the Mental Health Service Line liaison with Human Resources, Fiscal Service, Engineering, Information Technology, and other administrative offices;
• Manages position actions including requests to fill, position changes, clinical FTE adjustments, and onboarding coordination for new staff and trainees
• Administers service line space management including office assignments, coordination with Engineering, and planning for current and future program needs; oversees equipment inventory management for multiple Equipment Inventory Lists (EILs) and coordinates equipment acquisition, replacement, and disposal
• Provides administrative oversight for clinic operations including scheduling grid management, clinic profiles, and operational coordination for all Mental Health clinics;

Supervision

• Sets and adjusts short-term priorities; evaluate work performance of subordinates and serves as reviewing official for employees;
• Give advice, counsel, or instruction to employees on both work and administrative matters; Interview candidates, recommend appointments, promotions, or reassignments; hear and resolve employee or group complaints; may advise and/or refer serious complaints depending on specifics to senior official
• Direct, coordinate and/or oversee work; provide and ensure accurate information is provided to senior management officials

Resource Management and Strategic Planning

• Provides executive-level administrative support to the Associate Chief of Staff (ACOS), Mental Health, in fiscal planning, strategic resource allocation, and long-range service line planning
• Manages multiple fund control points (FCPs) and oversees financial planning processes to ensure responsible stewardship of resources supporting mental health programs;
• Serves as Budget Official for multiple service line fund control points and monitors expenditures to ensure compliance with fiscal policy and resource limitations
• Advises leadership on programmatic changes affecting staffing, workload distribution, and operational priorities

Program Operations, Quality Management, and Compliance

• Directs administrative support activities that ensure operational effectiveness, regulatory compliance, and continuous performance improvement for Mental Health programs
• Leads initiatives to monitor clinic productivity, access to care, consult management, and documentation compliance while coordinating administrative responses to facility, VISN, and national program requirements;
• Tracks and analyzes clinic performance indicators including unsigned notes, open encounters, consult timeliness, and productivity metrics
• Coordinates service responses to national program offices, VISN requests, and facility taskers

Work Schedule: Mon - Fri 0800-1630

Telework: May be authorized with Supervisor Approval - Ad Hoc only.

Virtual: This is not a virtual position.

Position Description/PD#: Administrative Officer/ PD502580

Relocation/Recruitment Incentives: Not Authorized