Summary This position serves as the Administrative Officer aligned under the VISN 17 Caregiver Support Program (CSP) Manager. The incumbent is a member of a diverse, multi-professional team who works independently and has extensive experience with program, and project analysis and management. The incumbent is expected to demonstrate leadership, initiative, and resourcefulness in execution of their assigned tasks. Responsibilities The purpose of the position is to direct and perform all administrative functions that include administration, human resources management, budget and finance, management and program analysis, office support services, document control, logistics, and a variety of related administrative matter in support of the program. The incumbent is responsible for the overall daily administrative operations and management of the CSP and serves as the administrative assistant to the Program Manager and Lead Coordinator. The primary responsibility of this position is to provide accurate and reliable advice on a wide range of administrative functions as these apply to the service, either as a personal advisory to the supervisor and by directing (or obtaining services of) specialists, technicians and clerical support positions in delivering services to management and employees of the service. As a member of the service management team, plans, analyzes and monitors the formulation and development of service-wide plans, programs, procedures, operating policies, internal controls and program goals. These plans, policies and programs are characterized by a complex web of laws, regulations, and policies. The incumbent is the authoritative source for guidance and assumes the lead role in developing, documenting and publicizing policy and procedural issuances that govern management of the service. Provides overall coordination throughout planning and development phases, leading to executed agreements. Develops, initiates, and implements administrative policies and procedures for VISN 17 CSP wide areas of responsibility. Discusses pertinent issues with operating personnel to determine the impact on new or revised guidance on current operations. Recommends the establishment of and prepares administrative policies and procedures for implementation throughout the VISN. Provides advice and guidance on the interpretation and application of administrative directives and instructions. Participates in the development of strategic long-range planning for the installation. Analyzes plans to determine the impact on administrative processes and the feasibility of making modifications to accomplish mission requirements. Oversees and directs the budget and financial management staff in preparing, consolidating, and submitting budget estimates and justifications for all service programs. Works with financial management officials to stay informed of shifts in funding and emphases at the policy levels of the VA and advises service leadership on opportunities and strategies for acquiring funding for various purposes and from sources that lie beyond the customary resources available to the service. Incumbent is responsible for implementing a system of control which assures that the fiscal management of the program will be maintained on a sound basis using accepted accounting practices. This includes the appropriate use and understanding of Fund Control Points and ensuring that expenditures of funds conform to budget plans without marked deviations. Provides technical and administrative supervision of a small CSP administrative subordinate staff. Exercises human resources responsibility by initiating requests for recruitment, interviewing and selecting employees, complying with EEO objectives; planning and assigning work, and maintaining accurate and current position descriptions. Serves as VISN level Patient Advocate coordinator to facilitate timely CSP appeal resolution between the WSNC. Applies a comprehensive knowledge of general and divisional management and organizational techniques, systems, and procedures to perform a wide variety of analytical studies and projects that relate to long-range planning, foundational services and productivity improvement. Work Schedule: Monday - Friday, 8:00am - 4:30pm CST Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Virtual: This is NOT a virtual position. Position Description/PD#: Administrative Officer (Caregiver Support Program)/PD084350 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job Selective Service Registration is required for males born after 12/31/1959 You may be required to serve a probationary period Subject to background/security investigation Selected applicants will be required to complete an online onboarding process Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) - See "Additional Information" below for details. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 09/25/2024. Time-In-Grade Requirement: Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement. For a GS-9 position you must have served 52 weeks at the GS-7. The grade may have been in any occupation, but must have been held in the Federal service. An SF-50 that shows your time-in-grade eligibility must be submitted with your application materials. If the most recent SF-50 has an effective date within the past year, it may not clearly demonstrate you possess one-year time-in-grade, as required by the announcement. In this instance, you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade. Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment. You may qualify based on your experience and/or education as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-7 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: knowledge of management principles, health services administration, skill in applying analytical and evaluative techniques, and knowledge administrative regulations, policies, practices, and procedures. Ability to evaluate data and information and create recommendations to assist the Service Lines regarding mission, values, goals, and staffing levels and the ability to continuously evaluate resources needed to accomplish program goals. Skill in communicating, both orally and in writing, to develop and present proposals, recommendations, status reports, policies, memorandums, etc. Knowledge of the VA, VHA, VISN and Medical Centers policies, regulations, directives, handbooks, and procedures as they relate to the Caregiver Support Program. Knowledge of federal personnel policies, regulations, and practices with respect to hiring, orientation, employee rights, leave regulations, employee counseling, Knowledge of regulations, requirements and procedures associated with various budget, accounting and/or financial processing functions. Knowledge of VHA performance measures, customer satisfaction, and data management. Knowledge of software to include but not limited to CPRS, VISTA, SharePoint, Microsoft Office (Outlook, Word, Excel, Access, and PowerPoint), VETPRO, Fed Traveler, TMS, VAFSC Online Certification System OLCS, and Fee Basis Claim System (FBCS). OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have master's or equivalent graduate degree or 2 full years of progressively higher level graduate education leading to such a degree or LL.B. or J.D., if related (TRANSCRIPT REQUIRED). OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond a bachelor's degree. (TRANSCRIPT REQUIRED) You will be rated on the following Competencies for this position: Administrative and Management Information Management Contracting Administration Budget Administration Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience. Preferred Experience: Experience with VHA Caregiver Support Program Experience working with Appeals and Patient Advocates Experience with ADPAC duties Experience working with an interdisciplinary team Note: A full year of work is considered to be 35-40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment. Physical Requirements: The work is sedentary. Some work may require movement between offices, hospitals, warehouses, and similar areas for meetings and to conduct work. Work may also require walking/standing, in conjunctions with travel to and attendance at meetings and/or conferences away from the work site. Incumbent may carry and lift light items weighing less than 15 pounds. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/. Education A transcript must be submitted with your application if you are basing all or part of your qualifications on education. Accreditation Information: Please site specific the accreditation information from the qualification standards or use the generic description for all others. Example - Sample for LPMHC: The master's or doctoral degree must be fully accredited by the Council on Accreditation of Counseling and Related Educational Programs (CACREP). Verification of accreditation may be made obtained from http://www.cacrep.org/directory/. NOTE: If your school has changed names, or is no longer in existence, you must provide this information in your application. Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: https://sites.ed.gov/international/recognition-of-foreign-qualifications/. Additional Information Receiving Service Credit or Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal/VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/. This job opportunity announcement may be used to fill additional vacancies. If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement. Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.