Administrative Officer

Job Title

Administrative Officer

Job Description

Major duties include, but are not limited to the following:

• Assist in the coordination of all SWS programs, to include: guiding leadership through existing administrative processes and requirements, and assisting in developing new internal administrative processes for the service line. Attend SWS leadership meetings, meetings with other departments, and representatives on behalf of leadership, presenting information and reports on behalf of SWS leadership and ensuring reports and presentations are in line with VHA requirements
• Coordinate with HR service on matters affecting employee personnel actions for individuals assigned to SWS. Evaluates the activities of the Service programs with respect to cost/benefit and efficiency and provides administrative advice and recommendations to the Service Chief
• Secure cooperation of section chiefs and other staff members in the application of administrative practices designed to increase program effectiveness, economy of operation, maximum patient care, and maximum long-range planning
• Collate and distribute reports on the productivity and efficiency of service line programs as well as provide data analysis of these reports and recommendations for process improvement where appropriate
• Enters proper documentation and requests for new hires, students, promotions, position changes and termination of employment into appropriate systems.
• Ensure payroll and timekeepers for Social Work Service are aware of new employees and that they are entered into the appropriate time and leave unit. Primary timekeeper for Social Worker Service Line
• Reviews and modifies service level organization charts as required. This includes the structuring of org charts and ensuring that they are formatted appropriately
• Creating and maintain competency folders for SWS staff Ensures that there is a process in place for verification of current licensures and timely completion of competencies, CPR, proficiencies training, performance plans/ appraisal information is current
• Schedule staff for midyear and annual appraisals with their supervisor, track and manage TMS education hours for competencies, transfer education onto competency assessment checklist in competency folders
• Collaborate, formulate, and implement budget requirements which include the annual budget submission, evaluation of and purchasing of initial and replacement equipment, and forecasting of program needs
• Monitor resource utilization, advise regarding variances in rate or extent of utilization as compared with projected allocation; advises the Service Chief regarding priority needs of various sections and recommendations. Prepare Fund Control Point budgets
• Assist with management of the Social Work Emergency fund for allocations of funds to meet patient care needs and to assist with community placement of Temporary Lodging Bed overflow
• Monitor the fund and requests additional funds through Fiscal as needed
• Works with Social Work Program Coordinators/Managers in Transition and Care Management and Caregiver Support to monitor Fund Control Point balance and usage
• Ensure that programs request additional funds when opportunity is available
• Coordinate with the SWS leadership, to prepare, implement and monitor the budget requirements for the annual budget submission, forecasting of program needs in line with the strategic plan, mission and vision
• Coordinates preparation of agendas to meet the need of Social Work Service, its programs and committees and ensures minutes of all meetings are well documented in a timely manner
• Prepares and updates charters for committees as needed. Ensures all Social Work Service led committee meetings meet requirements of their charters
• Provides administrative support and serves as the primary recorder for oversight committees. Scan finalized minutes into SharePoint or service level computer drive once approved by facility leadership
• Monitor and update Medical Center Policies for Social Work Service (edits, memo preparation for concurrence, communicating changes and need to review to Medical Staff Council. Assists Social Work leadership with edits to service level SOPs, etc.) Ensures that all documents in the Policy and Procedure Manuals are pertinent, relevant, and current/updated.
• Maintains and edits mail groups for service and committees. In collaboration, ensure compliance with The Joint Commission and all legal, regulatory, policy and fire and safety requirements.
• Assists in preparation of the annual Management Briefing, budget forecast and the performance improvement report

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

Virtual: This is not a virtual position.

Position Description/PD#: Administrative Officer/ PD231770

Relocation/Recruitment Incentives: Not Authorized

Critical Skills Incentive (CSI): Not Approved

Permanent Change of Station (PCS): Not Authorized