Posted: April 13th, 2023

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Administrative Officer-Patient Care
The position plays a key role in the administrative management of Patient Care Service Line(PCS) including development of databases or spreadsheets to automate paper processes and analyze data within the service line.

Responsibilities
Duties of this position are:
• Incumbent is involved with developing work methods and procedures, management controls, manpower utilization and organization, information and documentation systems, operating programs, and effectiveness.
• Incumbent supports PCS managers with as many administrative duties as possible to allow them more time to devote to their primary mission within the service and medical center.
• Oversees the full range of the PCS human resources administration and provides advice and assistance to managers and staff concerning Federal and VA/VHA/VAPHS personnel processes and procedures. Assists managers with writing position descriptions, developing job analyses, preparing performance appraisals and competencies, developing KSAs (Knowledge, Skills & Abilities).
• Oversees orientation process for new staff. Ensures all employees have mandatory training and maintains documentation and follow up to ensure compliance. Responsible for coordinating all award submissions for PCS to include performance awards, on-the-spot and individual/group special contribution awards, the Federal Executive Board award nominations and assisting with and/or writing nominations, and National nursing awards.
• Provides oversight to ensure timekeeping is maintained in according to guidelines and verifies timely submission of timecards.
The incumbent provides technical and administrative supervision to two GS-0303-06 support personnel and provides advice, counsel, and instruction to these employees on both work and administrative matters.
• Interprets and applies VA/VHA/VAPHS administrative policies, develops and implements local policies develops internal review systems and takes corrective action to ensure administrative activities are in compliance with appropriate standards.
• Responsible for maintaining a program that evaluates patient or patient representatives; complaints, issues and concerns effectively and in a timely manner.
• Manages all training requirements for the service line, including mandatory and position specific training. Monitor training complete percentages, and notifies service line leadership of shortfalls. Ensures service line has several Talent Management System (TMS)
administrators, capable of assisting service line personnel with resetting passwords, gaining access to TMS, and capable of pulling reports for each division in the service line.
• Functions as the Fire and disaster liaison officer, and the Emergency Operations Officer for the programs under the direction of the ADPCS and reviews, updates and disseminates any plan changes, at a minimum of once per year, or as changes are made.
• Serves as the Nursing Material Safety Data Sheet/Inventory Coordinator coordinating biannual review/update of material on all Nursing units. Represents and speaks on behalf of the ADPCS at designated meetings; reflects the views and consensus of PCS to other service lines/programs, outside agencies, and visitors when appropriate.
• During periods of temporary absences of the PCS Executive Assistant, incumbent may assume selected duties and responsibilities of that position.
• Plays an active role in completing detailed evaluations and analysis of current work methods. Plays an active role in completing detailed evaluations and analysis of current work methods as they relate to office and administration systems, polices and processes; implements new administrative and business processes to improve effectiveness and efficiency within the PCS.
• Collect and evaluates complex data based information from various sources such as database/search engines/handbooks for policy and process improvement analysis.
• Supports the PCS management with the development and analysis of performance improvement initiatives by identifying potential issues and recommends course of action to increase the efficiency and effectiveness of the administrative operations.
• Participates on appropriate Medical Center Committees, task groups, etc., for planning, problems-solving and program development.
• Performs other duties as assigned.

Registered Nurse (Administrative Officer/Nurse Manager)
Responsibilities
The Administrative Officer/Nurse Manager directly supervises the Weekend, Holidays, Evening and Night Nursing Supervisors, to include training, scheduling, planning work, assessing performance. The incumbent is responsible for personnel administration including knowledge of personnel operations, position classification, labor mapping, travel, grievance procedures, performance standards, and disciplinary actions. The 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. The incumbent listens to problems and concerns of employees and helps when possible or secures advice from Human Resources (HR). The AO attends hearings when requested on behalf of the Service Line. With advice from the HR Office, incumbent may involve working with District Counsel, Special Counsel, EEO Investigators, and others in resolving personnel problems and taking personnel actions. The AO is key in developing and coordinating internal reviews to assure that administrative activities are in compliance with regulatory requirements and other governing agencies. The incumbent advises management officials, supervisors, and employees with assistance from the specialist in HR on the interpretation and application of a variety of human resource policies, practices, and procedures including staffing, classification, employee relations, benefits, and related areas. The incumbent ensures that performance ratings are submitted in a timely manner, and in accordance with regulatory guidelines. The incumbent is lead in administering programs in the service line concerning such matters as equal opportunity, merit promotion, labor management relations, and position management and refer to HR Office as needed. The AO establishes HR/Equipment, Space Policy, Travel, Provider Classification for unique and/or complex organizational needs as advised by HR Office. The incumbent serves as a key figure in the manpower utilization program assuring recruitment and retention within approved ceilings are maintained.

The incumbent is responsible for constant surveillance, evaluation and planning to ensure efficient use of space based on constantly changing and ever-increasing program demands. The incumbent has the authority to plan for revised space requirements, and to reallocate space to meet these demands.

The incumbent is authorized to be the approving official for orders for supplies, services, equipment, and act as alternate for timecard certification/premium pay approval. The incumbent reviews orders to verify their need and ensures that each section receives their appropriate share of available funds. The incumbent is also charged with the responsibility of operating with the authorized budget.

The Administrative Officer (AO) works closely with the Chief, Inpatient Nursing or designee by managing, directing, overseeing and administering numerous complex technical and analytical functions related to Inpatient Nursing, including Community Living Center Nursing, Acute Inpatient Mental Health, Nurse Recruitment and Retention, Acute Care Areas; including the Emergency Department, Critical Care Inpatient Areas, and Medical-Surgical Inpatient Care Areas as well as the Nursing Administrative Office.

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