Total 83 administrative clerical job vacancies in Indonesia

Duties and responsibilities Include, but are not limited to:

• Serves as the Contracting Officer's Representative for the service, overall decision-­making, policy development, and resource planning role.
• Has the responsibility for directing and coordinating the administrative, operational, and planning activities for Dental at the SAVAHCS.
• Manages all administrative functions and collaborates with the Chief of Dental Service in providing day-to-day direction and oversight of clinic operations.
• Develops, implements, evaluates, interprets, revises, and corrects administrative policies, functions, activities, operations, and programs for the Dental Service.
• Ensures that policies developed at the top management level are transmitted to responsible parties at lower levels of the team to assure that they are carried out to assess the success of these policies in terms of productivity, proper manpower utilization, improved efficiency, and economic resource management.
• Provides support and is administratively responsible for over 33 professional and non-professional employees in Dental Service and has the authority to make service level decisions.
• Provide administrative leadership and support with responsibility for developing, implementing, maintaining, and providing strategic direction, and program oversight of the Dental Service.
• Develops and manages the Dental Service strategic plan, business plan, and defines and implements measurable outcome criteria in conjunction with the Chief, Dental Service.
• Advises and provides counsel to employees regarding policies, procedures, and directives of management.
• Reviews directives and regulations, advises Service Chief and SAVAHCS Senior Leadership on their potential impact on the Dental Service, and ensures their proper implementation.
• Oversees all administrative and operational functions including but not limited to customer service, human resource management, fiscal, quality management/infection control, and supplies/equipment.
• Conducts staff meetings in the Service Chiefs absence.
• Acts as a liaison with the human resources office concerning personnel-related matter.
• Provides advice and assistance to managers and staff concerning Federal and agency personnel processes and procedures.
• Delegates authority as appropriate under advisement of Service Chief and holds supervisors responsible and accountable for the performance of the services under their supervision and management.
• The incumbent exercises management level supervisory responsibilities which include: (1) Prioritizing major work efforts; (2) Evaluating the performance of the management team; (3) Giving advice, counsel, or instruction; (4) interviewing and tentatively selecting candidates for key positions, and recommending appointment, promotion, or reassignment of such positions; (5) Hearing and resolving appropriate complaints and grievances, referring those that cannot be resolved to the Medical Center; (6) Implementing and/or advising on disciplinary measures; and (7) Identifying and providing for management development and training needs of key staff members.
• Oversees designated timekeepers assuring that the entire staff of the Dental Service is trained in requirements for maintaining accurate time and attendance records. Serves as the Dental Service point of contact with offices that perform payroll functions.
• Addresses and effectively responds within required timeframes to patient complaints made in the clinic or to the Patient Advocate Office, Congressional inquiries sent to Public Affairs, and any other patient concerns that rise regarding involving the health care system's delivery of dental services.
• Collaborates extensively with the SAVAHCS Patient Advocates in service recovery efforts, including use of the Patient Advocate Tracking System.
• Identifies and addresses system related problems and collaborates with clinical and administrative staff to ensure the provision of exemplary customer service in all aspects of healthcare delivery associated with the SAVAHCS Dental Service.

The Administrative Officer of Care Management and Social Work (CMSW) Service reports to and serves as the principal assistant to the Chief of the Service and works with supervisors within the Service to facilitate efficient and effective operations and administration. The incumbent is an integral member of the Health Care System's Care Management and Social Work administrative team by providing personnel administration, financial management and administrative management essential to the direction and operation of the Service:

MAJOR DUTIES AND RESPONSIBILITIES

• preparing job analyses for job postings, coordinating personnel actions, maintaining personnel-related records in the six-part system
• Advises management on the administrative and clinical orientation processes for new staff to the Service and program areas
• Provides Service administrative orientation and training, and assures appropriate documentation is completed and filed in the employee's competency folder.
• Audits competency folders for all Social Work staff within the Health Care System on a quarterly basis to assure competency folders meet facility, The Joint Commission, CARF and other accrediting body requirements
• Consults with supervisors to draft, implement and review Service level personnel policies ensuring they are in accordance and compliance with internal operations and policies, agency personnel policies, AFGE Master Agreement, budgetary constraints, and work priorities
• Serves as an approving official for purchase orders for the Service
• Attends Director's Morning Report with Service administration and follows-up on issues as assigned by members of the Executive Leadership
• Assists the Chief in assessing the effectiveness of the professional services provided to the patients utilizing automated programs and through the use of feedback mechanisms; including surveys
• Conducts special studies and analyzes complex problems of manpower, office equipment, workload statistics, space utilization, etc. to monitor needs of the Service
• Prepares and certifies timecards, administers the unplanned leave system, and tracks leave in collaboration with the supervisors to ensure adequate coverage
• Responsible for the overall administrative management of the Service

***THIS IS NOT A VIRTUAL POSITION, YOU MUST LIVE WITHIN OR BE WILLING TO RELOCATE WITHIN A COMMUTABLE DISTANCE OF THE DUTY LOCATION**

Duties include but may not be limited to the following:

Administrative Management:

• Provides for the overall administrative management of the Mental Health Service.
• Advises, plans, develops, implements, and evaluates administrative processes and programs such as contract management, funds management, clinic flow, clinic scheduling,
• staffing efficiency, labor mapping, access, strategic planning, and communication across the Service Line.
• Manages a variety of administrative functions, including the Service appointment calendar, distribution and dissemination of incoming mail, internal controls, records management, publication, and forms management.
• Ensures inquiries, correspondence, and actions are addressed in a timely fashion following established templates, suspense timelines, or other process as appropriate.
• Develops performance metrics and process measurement methods - collecting data from various sources; analyzing data; developing reports; and providing guidance to the Service Chief and other clinical staff.

• Analyzes resource needs and makes recommendations based on staffing needs, approval of individual expenditures for all non-recurring items; approving and preparing all requests for funding, etc.
• Performs analysis of budget requests by employing techniques such as cost-benefit analysis, program tradeoffs, and explorations of alternative methods of funding to ensure that program objectives are met.
• Coordinates equipment needs with internal and external staff, research specific equipment needs, how it will be used, obtains quotes, conducts market research, obtains, and justifies approvals, communicates with contracting and coordinates delivery and installation.
• Serves as the Contracting Officer Representative (COR) for medical service contracts needed for the provision of essential patient care within the Medical Center and CBOCs.

• Administers and oversees all aspects of personnel management within the Service.
• Provides advice on interpretation and application of a variety of human resources policies, practices, and procedures that affect the Mental Health Service Line.
• Directs recruitment and onboarding activities, research and input for market pay development and reviews, and other personnel administrative tasks.
• Reviews and maintains personnel action requests, awards, promotions, and supervisors' disciplinary action documentation.
• Maintains files and documents on all personnel actions, coordinating actions with appropriate staff or supervisor, monitoring current and projected personnel actions, and providing continuous status updates.

• Conducts data research and analysis on specific programs and incentives such as book ability, cost outliers, and contract management items.
• Performs review and analysis of productivity data, developing action plans that lead to improved performance and/or productivity and implementation of improved management controls.
• Develops short- and long-range plans to ensure programs and services support objectives and are synchronized with facility and VHA goals and requirements.
• Develops, conducts, or directs special studies to resolve problems that arise (or could potentially arise) related to new or altered program requirements or resources issues, providing the basis for planning, organizing, and controlling both day-to-day and long-term operations of the Service.

• Plans and directs the activities of subordinates and managing training and support needs to assure an appropriate work environment.
• Provides oversight of the day-to-day work completed by subordinates. Sets and prepares schedules for completion of work.
• Develops performance plans and evaluates the performance of direct reports.
• Provides administrative oversight and guidance (not supervision) over the performance of the clinical subordinates as the direct extension of the Mental Health Service Chief.
• Gives advice, counsel, and instruction to employees on both work and administrative matters.
• Hears and resolves minor complaints from employees; refers group grievances and more serious unresolved complaints to a higher-level supervisor or manager.
• Performs other related duties as assigned.

The Mental Health Service provides a wide array of complex specialty care programs, including Primary Care Mental Health Integration (PCMHI), Mental Health Clinic (MHC), Mental Health Intensive Case Management (MHICM), Psychosocial Rehabilitation & Recovery Centers (PRRC), PTSD Clinical Team (PCT), Substance Abuse Residential Rehabilitation Treatment Program (SARRTP), Substance Treatment Outpatient Program (STOP), Suicide Prevention, Intimate Partner Violence Assistance Program (IPV), Acute MH Inpatient Unit, as well as the associated training programs.

Administrative Management:

• Provide for the overall administrative management of the Mental Health Service.
• Responsible for advising, planning, developing, implementing, and evaluating administrative processes and programs such as contract management, funds management, clinic flow, clinic scheduling, staffing efficiency, labor mapping, access, strategic planning, and communication across the Service Line.
• Monitor administrative performance and suspense actions.
• Develop performance metrics and process measurement methods - collecting data from various sources; analyzing data; developing reports; and providing guidance to the Service Chief and other clinical staff.
• Identify the linkage in complex systems and diverse processes in order to obtain efficiencies that improve quality of care while balancing improvement of operational performance and conservation of resources.
• Review documents, reports, and/or applications for omissions and inconsistencies, and ensures data entry is complete and accurate in order to maintain suspense controls on actions such as project milestones, progress reports, funding accomplishments, and compliance strategies.
• Maintain continuous liaison and communication with staff to ensure assigned actions are handled within prescribed time limits and that responses conform to procedural and substantive requirements.

• Administer and oversees all aspects of personnel management within the Service.
• Provide advice on interpretation and application of a variety of human resources policies, practices, and procedures that affect the Mental Health Service Line.
• Direct recruitment and onboarding activities, research and input for market pay development and reviews, and other personnel administrative tasks.
• Review and maintain personnel action requests, awards, promotions, and supervisors' disciplinary action documentation.
• Maintain files and documents on all personnel actions, coordinating actions with appropriate staff or supervisor, monitoring current and projected personnel actions, and providing continuous status updates.
• Review related reports and analyzes trends to identify deficiencies or discrepancies and recommends plans to improve efficiency of processing actions and solutions to eliminate recurrence of unfavorable conditions.

Major Duties Include:

• The incumbent provides overall administrative management for the P&LM Service. This includes interpreting administrative policies, developing and defining administrative requirements, providing advice on administrative systems and preparing administrative paperwork.
• Works closely with the P&LM Service leadership to collect and assemble data in support of Quality Improvement (QI) activities within the service.
• Incumbent is responsible for tracking training needs of P&LM Service staff to ensure compliance with VA, CAP, JC and other regulatory agencies (e.g., VORP, OSHA, OIG, FDA).

• Is an integral member of the service leadership team, working closely with the Associate Chief of Staff (ACOS) for Mental Health, Deputy ACOS for Mental Health, and Associate Chief Nursing Service (ACNS) as well as Mental Health Service supervisors to ensure successful administrative operations.
• Serves as the business manager of the Mental Health Service, working closely with administrative chiefs throughout the medical center and the COS Health System Specialist to ensure effective, efficient processes that meet regulatory requirements.
• Analyzes plans to determine the impact on administrative processes and the feasibility of making modifications to accomplish mission requirements.
• Prepares comprehensive reports with findings and recommendations based on varied management and administrative considerations.
• Develops, initiates, and implements administrative policies and procedures for facility-wide areas of responsibility.
• Recommends the establishment of and prepares administrative policies and procedures for implementation throughout the service.
• Directs administrative support services to ensure that inquiries, correspondence, and actions for the Mental Health Service are addressed appropriately.
• Reviews and evaluates completed staff actions (e.g., memos, reports, studies, fact sheets, information papers) for overall quality
  of the document, appropriate levels of coordination, consistency, logic, soundness of recommendations, and compliance with policy.
• Works independently on these actions and ensures compliance with facility policies and VHA regulations.
• Must be familiar with VISTA, DSS, VSSC, SharePoint, Adobe, and various Microsoft Office application software including Outlook, Word, Excel, PowerPoint, and Access.
• Ensures that performance ratings are submitted in a timely manner in accordance with regulatory guidelines.
• Responsible for overseeing proper maintaining and accounting of all Mental Health Service
  Equipment Inventory Lists (EILs).
• Serves as the primary Contracting Officer Representative(COR), which includes coordinating, evaluating, and obtaining procurement packages of new equipment, supplies, and contracts for Mental Health Service.
• Reviews, submits, and tracks all resource requests (budget, equipment, supplies) for the service.
• Makes recommendations to the Service Leadership for acquisition priorities and represents the service on the Resources Committee.
• Serves as the primary coordinator for space management within the Mental Health Service.
• Provides training to all administrative staff in service as needed, including with updates to processes.
• Assigns work and provides direct supervision of assigned staff.
• Manages leave requests, timecards, HR actions, performance plans, and performance appraisals.
• Develops contingency plans.
• Provides training to all administrative staff in service as needed, including with updates to processes.
• Addresses disciplinary concerns, complaints, and grievances including union matters particular to workgroup.
• Ensures that actions support the overall mission of the medical center and represent the collective interests of personnel.
• Works closely with Human Resources (HR) to ensure strong communication, compliance with Office of Personnel Management (OPM) regulatory requirements and provides administrative oversight for personnel management with the Mental Health Service.
• Works closely with Business Practice (BP), Group Practice Management (GPM), Credentialing, Quality Management (QM)/Quality Safety Value (QSV), Patient Advocate (PA), and the Chief of Staff (COS) Office to ensure strong communication, compliance with regulations, and provide administrative oversight for business operations, GPM, Credentialing, QM/QSV, PA, and COSOffice within the Mental Health Service.
• Oversees a variety of administrative functions in support of BP, GPM, Credentialing, QM/QSV, PA, and COS Office including but not limited to the distribution and dissemination of controlled and other correspondence, records management, data collection and accurate and timely data reporting, accurately and timely response to actions, secure messages, patient complaints and Congressional requests, and oversight of Credentialing processes within the service.

Work Schedule: Monday- Friday 8:00 AM- 4:30 PM. Schedule may be subject to change based on the needs of the Agency.

Telework: Not Available
Virtual: This is not a virtual position.
Position Description/PD#: Administrative Officer/PD937870
Relocation/Recruitment Incentives: Not Authorized
Permanent Change of Station (PCS): Not Authorized
Financial Disclosure Report: Not required

Major duties include but is not limited:

• Develop and execute all business operations and administrative functions within the BHSL and its diverse programs.
• Provide support, guidance, and training to leadership as well as front-line staff on administrative issues.
• Develop, implement, maintain, apply, and continuously improve infrastructure (processes, policies, tools, etc.) for effectively managing administrative operations within the service.
• Responsible for monitoring the Service's performance on business and administrative functions regarding quality, efficiency, effectiveness, and patient satisfaction; to identify opportunities for improvement; and to design and carry out improvement initiatives when opportunities are identified.
• Develops, gathers, collates, manages, analyzes, interprets data regarding the Service's operations.
• Conducts robust business analyses of proposed courses of action (feasibility studies, business case analyses, make/buy analyses, risk assessments, etc.) and uses these to inform business decisions and to advocate for resources.
• Primary point of contact and technical subject matter expert on VA performance measures for which the Service has primary responsibility.
• Developing and interpreting guidance on Behavioral Health business operations.
• Manages quality assurance and compliance initiatives for the Service and its programs.
• Provides administrative expertise and support to program coordinators in their duty to maintain compliance with accreditation standards established by the Joint Commission, the Commission on the Accreditation of Rehabilitation Facilities (CARF), and other relevant regulating bodies.
• Directs administrative projects and develop tools or reports through delegation of subordinate administrative staff.
• Monitors quality controls and data validation on products produced from Behavioral Operations Department staff.
• Sets workload goals and timelines for completion.
• Uses technical expertise and advanced informatics experience to train and assist staff overcome administrative challenges.
• Independently develops, plans and carries out the projects through delegation to subordinate administrative staff and selects the approaches and methods to be used in solving problems according to a broad understanding of the BHSL objectives, priorities and deadlines.
• Manage the Service's multi-million-dollar budget, monitoring expenses, tracking budget execution functions, analyzing, and forecasting funding requirements, identifying cost saving opportunities, preparing budget proposals, and advocating for needed resources.
• Provides ACOSBH and program coordinators with continuous appraisal of the utilization and status of fund control points assigned to their programs.
• Serves as an Approving Official for Government Purchase Card acquisitions.
• Monitors contract performance and serves as the primary Contract Officer (COR) for the service.
• Responsible for planning and organizing the administrative work of the assigned section, estimating costs, coordinating with staff and line management personnel, conducting all phases of the work and resolving problems independently in accordance with applicable precedents and his/her independent assessments of the needs of the Service Line and sections/departments.
• Responsible for managing service-level resources and providing oversight of the management of program-level resources by program managers and coordinators.
• Manages the Service's physical resources, including equipment, vehicles, and physical space assigned to the Service.
• Studies and conveys to leaders within the Service, facility, and VISN, the administrative impact of proposed changes to policies, strategic goals, and other initiatives.

***THIS IS NOT A VIRTUAL POSITION, YOU MUST LIVE WITHIN OR BE WILLING TO RELOCATE WITHIN A COMMUTABLE DISTANCE OF THE DUTY LOCATION***

NOTE: This is a TERM appointment (not-to-exceed 3 years). Term appointments are non-status, nonpermanent appointments of limited duration (more than 1 year but not more than 4). Term employees are eligible to earn leave and generally have the same benefits as permanent employees including health and life insurance, within-grade increases and Federal Employees Retirement System and Thrift Savings Plan coverage. Term appointments may be extended without further competition (up to the 4-year maximum). The appointment to a Term position does not confer eligibility for promotion or reassignment to other positions or the ability to be non-competitively converted to permanent employment.

Major Duties:

• Directs the administrative activities of the service including budget and fiscal management, human resources management, strategic plans, etc.
• Provides advice and recommendations concerning the administrative aspects of the service.
• Develops and manages objectives to provide optimum efficiency in healthcare.
• Directs and assists staff in administrative research, management analyses, and development of reports.
• Collects and analyzes data on acquisitions, patient population, economic demography, patient care, work performance, etc.
• Conducts studies on manpower, space, and equipment utilization.
• Adjusts allocations as needed and prepares related reports.
• Develops and maintains awareness of available resources and makes recommendations regarding needs, distribution, or re-distribution of resources.
• Prepares and updates performance standards.
• Participates in quality assurance activities.
• Plans and implements construction plans.
• Serves as a team lead planning and assigning work, preparing schedules, providing training, etc.
• Serves as budget and financial advisor by developing and maintaining budgets and ensuring funds are available.
• Performs other related duties as assigned.

 Work Schedule: ???????Monday-Saturday; ROTATING schedule; 7:30am-4:00pm and/or 10am-6:30pm. Flexibility to work both tours as needed by Service is required. Recruitment & Relocation Incentives: Not authorized Critical Skills Incentive (CSI): Not approved

Major duties include but is not limited to:

• Under the oversight of the Chief Health Informatics Officer (CHIO) is responsible to develop and execute all business operations and administrative functions within the service and its diverse programs
• Assures that administrative and business operations are executed efficiently and effectively in support of the agency's mission to provide exceptional healthcare
• Develops, implements, maintains, applies and continuously improve infrastructure - processes, policies, tools, etc. for effectively managing administrative operations
• Manages new or existing Light Electronic Action Framework (LEAF) workflows, SNO ticketing process, Health Informatics service huddle board
• Coordinates Health Informatics Stakeholders meetings
• Manages local facility EHRM SharePoint Site
• Monitors and manages the the services administrative activities such as the recruitment and hiring process, PIV sponsor, budget management, resource utilization, suspense management, policy management, timekeeping, onboarding, tracking of competency and compliance, training compliance, ensure all required TMS and other requirements are complete
• Monitors the service's performance on regarding quality, efficiency, effectiveness and stakeholder satisfaction
• Creates complex data reports that outline the functionality of the Electronic Medical Record - both for CPRS and Oracle Cerner or any existing EHR in use
• Ensures programs concerning equal opportunity, merit promotion, labor management relations and position management are appropriately administered
• Serves as the initial EHRM point of contact in the development and/or interpretation of guidance on Oracle Cerner Millennium and/or EHR business operations
• Develops, gathers, collates, manages, analyzes, interprets and presents data regarding the services operations
• Serves as the TMS super user managing shared drives and email groups, managing the service shared drives and email groups and managing service SharePoint
• Responsible for the independent preparation of reports, management briefings and other reporting systems
• Acts as the administrative lead for weekly metrics, all aspects of monitoring end user optimization series, updated training materials to EHR SharePoint , End user customer service, Health Informatics staffing, space and equipment
• Performs a full range of personnel management and human resources administration for the Clinical Health Informatics Service
• Maintains 6-part folders, track employee training requirements including competencies, annual signing of required documents, labor mapping, assist with the tracking and completion of proficiencies and/or performance appraisals
• Authorized approving official for order of supplies, services and management of equipment; reviews orders to verify need and ensures resources are managed appropriately
• Submits request for FTE, Space, Funding and Equipment
• Manages the service's physical resources, including equipment and physical space assigned to the service
• Provision and oversight of the health informatics budget formulation, justification and execution, financial management and financial reporting
• Prepares budget presentation materials for budget submission to the Medical Center budget committee and participates in budget presentation
• Other duties as assigned

***THIS IS NOT A VIRTUAL POSITION, YOU MUST LIVE WITHIN OR BE WILLING TO RELOCATE WITHIN A COMMUTABLE DISTANCE OF THE DUTY LOCATION***

Major duties and responsibilities include but are not limited to:

• Provides overall administrative management for Pharmacy Service.
• Interpreting administrative policies, developing and defining administrative requirements, providing advice on administrative systems and preparing administrative paperwork.
• Maintains employee personnel and competency folders, assessing compliance with VA, The Joint Commission (TJC) and other regulatory agency requirements.
• Develops information papers and responds to inquiries from Congressional Delegations, VISN, federal and state agencies, patients, and the public.
• Creates, develops, reviews, and evaluates completed staff actions (letters, memos, reports, studies, fact sheets, information papers).
• Serves on committees and special projects within the service and medical center as required.
• Tracks and ensures timely submission of designated pharmacy suspense responses to the appropriate individual(s).
• Works closely with the Chief of Pharmacy to collect and assemble data in support of Quality Improvement (QI) activities within the service.
• Develops supporting documentation in the recruitment process and coordinates with Chief to update position descriptions and functionals statements.
• Serves as a liaison with Human Resources Management Service to track and monitor progress of recruitments and other personnel actions.
• Performs overall budgeting and financial management of the service, including budget formulation, presentation, and execution; financial management, financial reporting, adjustments or reprogramming of funds.
• Manages procurement and contracting for the Pharmacy Service, including preparing procurement requests, evaluating proposals for work, serving as the COR (Level 2) for procurement, and/or maintaining procurement and contracting records.
• Other related duties as assigned.

The primary duties of this position are to function as the administrative process and policy expert to Mental Health & Behavioral Sciences on Human Resources (HR) management. Tasks are carried out without assistance before submission to the supervisor or Chief of MHBS for discussion and review.

Administrative/Personnel Management 50%

Provides administrative and technical work to the Chief of Mental Health & Behavioral Sciences regarding Human Resource Activities. This position is responsible for executing human capital management best practices and implementing applicable policy changes, employment procedures, and classification and compensation processes. Serves as the Human Resources Subject Matter Expert and liaison on behalf of MHBS. Performs duties and functions as a primary and independent liaison with the Human Resources department related to VHA's efforts to recruit and retain highly qualified mental health professionals and support staff. The position has delegated responsibility and authority to oversee the overall communication for Human Resources processes in MHBS. Facilitates planning, direction, and timely execution of policy, training, education, recruitment, evaluation, and/or data and surveillance projects/programs pertaining to Human Resources Activities. Utilizes at an expert level HR Information Systems including, but not limited to:
a. LEAF Hampton Portal - Portal for submission of all position requests
b. LEAF CCU Portal - Portal for submission of all new/modified Position Descriptions
to the Consolidated Classification Unit for review and appropriate classification.
c. HR SMART - System where all HR Action Requests are made.
d. USA Staffing - System where all staffing/recruitment related actions are housed.
e. YourHR. - Submission of all HR-related helpdesk tickets.
f. Power BI: Computer program to access Service HR reports.

Training, Inventory, Data/Records Management 50%

Utilizes appropriate locality pay tables to determine appropriate salary for personnel. If necessary, readily identify need to create local pay scales.
Develop recruitment selection tools, rubrics, and other applicable documentation to determine best qualified candidates. Provides training and technical assistance on regulatory and legal requirements for hiring practices to the Chief of MHBS and other supervisors in MHBS. Explains these regulatory and legal requirements to Chief of MHBS and other supervisors. Manages monthly FTEE Inventory and Turnover Suspense's for MHBS Service Line, which is reported to Executive Leadership. Coordinates any emerging issues related to the topic of communication as necessary.
Uses an interactive approach that: identifies the type of information that is necessary; provides information on a timely basis; and tracks and assesses the response of all parties so that potential problem areas can be identified, avoided, and/or corrected. Develops and coordinates graphics requirements, including databases, tables, and spreadsheets to manage recruitment. Through proactive communication strategies, promotes partnership between MHBS and Human Resources to establish formal relationships to facilitate hiring and retention. Produces a wide range of documents using a variety of office automation technologies. Applies advanced work processing software to materials involving complex formats such as automatic generation of indices and tables of contents, importation of graphics, charts, or special symbols or precise alignment of multiple columns.

Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level.

Work Schedule: Monday-Friday 8:00am-4:30pm
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 Specialist/PD029820
Relocation/Recruitment Incentives: Not Authorized
Critical Skills Incentive (CSI): Not Approved
Permanent Change of Station (PCS): Not Authorized

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

• Gathers data and analyzes budget needs for each.
• He/she is responsible for formulation and execution of annual budgets including salaries, overtime, travel, education, supplies, equipment, contracting, and all other general operating expenses.
• The incumbent develops monthly and quarterly cost ceilings while maintaining running control of funds to ensure that accounts are within authorized levels and that the Service operates within authorized budgets as directed.
• Plans and maintains a system of internal controls that assures that the fiscal management of Business Service is maintained in accordance with accepted accounting practices.
• He/she assembles and compiles budget information and maintains accounts of funds allocated and expended in all sub accounts and makes interim adjustments where necessary by applying knowledge and understanding of budgetary policies, procedures and regulations.
• Serves as the lead in administering actions concerning merit promotion and position management.
• He/she functions as a key figure in the manpower utilization program assuring recruitment and retention within approved ceilings.
• The incumbent participates in the analysis and interpretation of workload and other data used in resource planning.
• The incumbent discusses, investigates and responds to employee grievances and dissatisfactions in order to resolve conflicts. Incumbent represents management at labor management meetings, provides information, and resolves conflicts and/or problems that may arise and assures management officials are familiar with the negotiated agreement.
• Participates in personnel administration operations such as position classification, grievance procedures, performance standards and disciplinary actions.
• He/she plays a central role in developing and coordinating internal review systems to assure that both clinical and administrative activities are in compliance with agency and accrediting and regulatory requirements.
• The incumbent is responsible for tracking all suspenses that come to HAS to insure their completion accurately and timely.
• He/she is responsible for incoming and outgoing correspondence; prepares reports, memoranda, and meeting minutes; and coordinates reporting mechanisms between services.
• The incumbent assists in the supervision of HAS administrative/clerical staff.
• He/she provides direction to the administrative assistants / timekeepers by assigning work, providing guidance, training and direction and evaluating performance.
• The incumbent functions as the main resource with regard to policies and procedures in all areas of timekeeping and clerical administration.
• The incumbent can serve to help the ADPAC for the service.
• Serves as the Patient Advocate for the Business Service by composing appropriate, timely patient correspondence. The incumbent meets with supervisors and helps to address any patient compliment or a complaint and will assist to resolve any issues.

The incumbent has overall responsibility for the correspondence program at the Lebanon VAMC to include White House responses, Senate responses, Congressional responses, Office of Inspector General (OIG) responses and all other daily correspondence. The incumbent is responsible for all medical center correspondence including Executive , Administrative and Clinical correspondence. This position tracks all incoming correspondence, tasks out to the responsible party for review and response, reviews response for appropriateness and complete content, obtains Executive level approval all the while ensuring a final response is submitted timely.

Work Schedule: Monday - Friday 7:30 am - 4:00pm
Virtual: This is not a virtual position.
Position Description/PD#: Administrative Specialist/PD022040
Relocation/Recruitment Incentives: Not Authorized
Permanent Change of Station (PCS): Not Authorized
Financial Disclosure Report: Not required

Major duties include but are not limited to:

• Provides self-initiated advisory, technical and clerical support to the Dental Chief, staff dentists as well as, the Dental auxiliaries.
• Acts as the Contracting Officer Representative (COR) for the contract dental Lab contracts.
• Actively assists the Chief Dentist, staff dentists, and dental auxiliaries in the management of Dental Department Programs by performing administrative duties and acting as office manager in regard to the general supervision of activities conducted in the Dental Department.
• Makes recommendations to the Chief for courses of action to correct deficiencies noted within the service.
• Reads, reviews, and analyzes directives and instructional material pertaining to administrative functions.
• Develops methods for automating reports for the Chief.
• Uses word processing software to prepare correspondence, reports, memoranda, etc.
• Acts as the Point of Contact for the Eugene CBOC Dental clinic to coordinate care, ensure equipment and supplies are available and working, coordinate training, track TMS learning, and coordinate staff meetings..
• Functions as Fund Control Point Coordinator for the Dental service.
• Keeps track of all education experiences undertaken by dental staff, complete and file registration forms, and keep staff informed of their status with respect to education requirements.
• Supervises administrative arrangements for consultants and serves as the Service Point of contact on matters of professional privileges and credentialing.
• Serves as a consultant to the clinical staff in matters of patient management as it relates to special administrative questions or problems.
• Maintains varied personnel/position actions and/or services.
• Collects, assembles, and records data for all recurring and non-recurring reports, including quality assurance and productivity studies, and prepares them in final form.
• Serves as service time and leave clerk.
• Reviews consult requests for dental examination and treatment from patients with a wide variety of dental eligibility and medical/dental conditions.
• Serves as the first line of contact, either by telephone or face-to-face, for patients, patient family members, facility staff, applicants, and visitors.
• Performs other related duties as assigned.

Major Duties and Responsibilities include, but are not limited to the following:

• Provides assistance to team members in performing duties associated with the day-to-day operation of Nursing Operations.
• Managing all incoming and outgoing correspondence (with contract agencies and intermittent staffing vendors),
• Obtaining background information, formulating responses to routine and non technical inquiries,
• Routing correspondence of a technical nature to appropriate staff members within Nursing Operations
• Arranges, prepares for and attends department staff meetings. Takes minutes and prepares them for distribution.
• Reviews outgoing correspondence and reports prepared by Nursing Operations/Recruitment, ensuring proper format, and correctness of detailed information
• Establishes and maintains suspense control records on correspondence, recurring and non recurring reports, and other action documents, and follows up to ensure timely reply
• Assists in the planning, review, and reporting of data/statistical sets and retrieves computerized data
• Serves as the timecard keeper for all intermittent/contract nursing staff
• The incumbent serves as program support assistant in Nursing Operations-Staffing and Resources.
• Perform other duties as assigned