Administrative Officer

Administrative Officer

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Major Duties:

• Serves as action officer between human resources and the care line. Initiates and organizes all aspects of personnel management, reorganization, organization structuring, position management, and manpower utilization in HR Smart, Labor Mapping Menu, LEAF Portal, ePerformance, OPPE/FPPE overview management in coordination with credentialing.
• Responsible for conducting a variety of administrative information flow studies, administrative work processes, procedural reviews, improvement studies, etc. to provide management with recommendations for ensuring optimum utilization of available resources.
• Uses automated systems to extract a variety of surgical and clinical data for inclusion into required material. Provides camera and image support to Eye Care Line surgical staff. Analyzes and evaluates, on a quantitative or qualitative basis, the effectiveness of programs or operations in meeting established goals and objectives.
• Conducts studies, surveys, and interviews to gather information necessary to formulate policies, procedures, and strategies for the organization. Explores solutions to problems and recommends action to the Care line Executive based on the results of studies, surveys, and individual interviews which impact the administrative operations of the entire Directorate. Defines administrative and functional responsibilities and reporting consistent with directorate policy or formulates new or revised policies.
• Prepares briefing charts and auxiliary information to be used for final presentations locally. Coordinates results, develops plans for implementation and ensures that required changes have been effected. Makes follow-up assessments of implementation of changes. Prepares and defends manpower requirements to include justification of current or requested spaces and grade level structures.
• Develops, analyzes and maintains data systems that provide reports to Eye Care Line executives on current Eye Care Line trends with patient data, clinic appointments, and surgeries. Research, compiles, analyzes and summarizes data needed for monthly reporting purposes and any reports and/or presentations needed by Eye Care Line executive staff and the MCD office. Prepares a variety of charts, graphs and/or other graphics for briefings, reports, and analysis by incumbent and the Eye Care Line executive team. Supports clinical staff to facilitate collection and analysis of clinical data. Analyzes clinical and surgical data, processes, and styles to improve organizational effectiveness and efficiency for the benefit of the patient, careline, and MEDVAMC.
• Primary Point of contact for all patient related issues and patient advocacy submissions. To include, receiving and answering all PATS-R correspondence, receiving and answering all White House Hotline (WHH) correspondence, working in coordination with Administrative Executive to answer any Issue Briefs, Heads Up Messages, and correspondence to Quality OIG complaints.
• Analyzes, prepares and presents program status reports for review at all levels Participates on appropriate Medical Center Committees, task groups, and other groups as directed for planning, problem-solving, program development, and program analysis. Performs analysis on a variety of data providing visual presentations as needed. Interprets data in accordance with statistical principles such as variance controls.
• Prepares reports, letters, and correspondence, and prepares documents needed for data presentation at Medical Center, Eye Care Line, and OCL committees. Maintains databases as assigned that enable tracking and trending of outcome measures.
• Manages procurement and contracting for the Eye Care Line. Serves as the Primary COR for any contracts associated with the Eye Care Line Clinics and Operating Room and performs all associated functions. Participates in developing the requirement and other pre-award activities, so they are familiar with all aspects of the contract.
• Participates in contract ratifications if needed. Purchases Instruments needed for the Operating and Clinics related to Eye Care. Purchases and Processes all Eye Care Line Equipment Requests. Works cohesively with logistics and the Contracting Office to secure procurement of needed Eye Care Line Equipment. Subject Matter Expert on Eye Care Line Equipment, their purpose and their End Of Life requirements.
• Drafts and/or reviews all contract proposals and agreements to assure accurate budgetary, personnel and administrative arrangements. Provides advice to management and staff on contracting and procurement policies and issues. Certifies invoices.

Work Schedule: Monday- Friday, 8:00am - 4:30pm (Subject to change based on the needs of the Agency)

Position Description/PD#: Administrative Officer/ PD041880

Relocation/Recruitment Incentives: Not Authorized

Critical Skills Incentive (CSI): Not Approved

Permanent Change of Station (PCS): Not Authorized