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Summary The Administrative Officer (AO) to the Associate Chief of Staff for Mental Health (ACOS/MH) is responsible to provide oversight and administrative management for all Mental Health Service lines at the Battle Creek VA Medical Center (BCVAMC) and its associated Community Based Outpatient Clinics (CBOCs). The incumbent develops and directs all administrative functions of the ACOS/MH at BCVAMC/CBOCs; reporting directly to the ACOS/MH. Responsibilities Major duties include, but are not limited to: Program Administration 40% Functions as the professional non-medical leader of the care line. Duties encompass administrative planning and oversight for the Outpatient Mental Health and Inpatient Mental Health programs. Monitors services provided, delivers presentations to facility leadership on service performance, prepares reports on consult requests and responses. Responsible for tracking and developing performance measures. Develops, plans, and implements process improvement measures. Monitors compliance. Advises manager/employees on the interpretation and application of a variety of human resources procedures and serves as the HR liaison. Monitors and analyzes workload and production of the care line clinicians. Responsible for strategic planning, program development, and development of policies and SOPs. Prepares and presents briefings to upper level management. Oversees and coordinates clinic setups, space issues, and equipment issues. Coordinating and executing data pulls on metrics, leading data analysis and developing action plans. Oversees the DSS data within Mental Health, responsible for ensuring DSS reports, DSS labor mapping are accurate and current. Program Management 20% Serves as Contracting Officer Representative (COR) II for all ACOS/MH contracts. Concurs and makes recommendations on facility wide policies to assure ACOS/MH compliance. Leads development of strategic long-range planning for care line and represents ACOS/MH in planning for facility programming. Serves as the primary ADP Coordinator (ADPC) for ACOS/MH. Participates in administrative research, management analysis, quality assessment, and the development of reports, as well as other administrative projects. Responsible for fact-finding, analyzing data, and making technical and administrative recommendations to improve efficiency and effectiveness of Quality Improvement activities. Formulates and recommends budgetary plans for all control point activity under the administrative responsibility of the ACOS/MH. Monitors quality improvement activities. {Preparation for internal reports and reviews, including daily and weekly data pulls, monthly, quarterly, and annual program reports, ad hoc responses to Medical Center, VISN, and VACO leadership external reviews. Responsible for preparation of quality reports, both statistical and narrative as it relates to surveys, inspections, performance measures. Administrative Support 20% Acts as designee for ACOS/MH in approving and signing timecards and managing service fund control points. Performs budget execution functions to ensure that expenditures are consistent with budget formulation plans as the fiscal year progresses. Responsible for coordinating and tracking staff education and development such as customer service, CEU's, TMS, and community offered courses. Manages the overall supply needs and services for ACOS/MH. Prepares Requests for Proposals (RFPs) and/or staffing requests for presentation to the Position Management Committee (PMC) with ACOS/MH approval; and assists with management of capital assets under the ACOS/MH including new equipment requests and annual Consolidated Memorandum Receipt Inventory and review. Writes performance standards; writes position descriptions; provides input for performance evaluations and proficiencies. Serves as a trainer for data collection and management as well as the data collection and management tools. Prepares responses to local, VISN and National suspense items. Direction/Long Range Planning (20%) Responsible for planning, organizing, controlling, directing, and evaluating operations. Duties include conducting studies and leading special projects. Must also advise service level management as well as executive leadership on quality business practices, healthcare delivery services, and support services, including presentation and analysis of data. Principal member of the management team in the assessment of current operations and the development of new processes, programs, and policies. Conducts literature searches and focus groups, networks with counterparts, develops and conducts survey instruments to obtain background information, industry trends and customer requirements. Participates in the development of long range/strategic planning. Seeks out, evaluates, and highlights best practices. Provides active and well-informed administrative participation in planning for the delivery of health care by taking the initiative to identify needs and potential issues of concerns and devising flexibilities in operations and implementing constructive, cost effective approaches to the resolution of problems. Work Schedule: Monday-Friday, 8:00am-4:30pm Telework: This position may be authorized for Ad-hoc telework, at supervisory discretion. Position Description/PD#: Administrative Officer (AO)/PD93507O Financial Disclosure Report: Not required 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, 06/19/2024. 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-12 position you must have served 52 weeks at the GS-11. 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 as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-11 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: In-depth knowledge of health care service administration, continuous quality improvement, data analysis, healthcare principles, theories, and practices, budgeting, planning, administration, and labor/union relationships, or other key administrative support functions; skill in applying advanced qualitative and quantitative techniques to perform thorough management analysis of programs; knowledge of the unique characteristics of the specific healthcare delivery systems; ability to apply extensive knowledge and skills in hospital administrative principles, theories, and practices; investigate complex issues, analyze problems, and present both written and oral recommendations; knowledge of a full range of functional areas such as human resources, purchasing, supply and property management, records management, financial management and budget, clinic management, and related administrative areas; skill in researching and preparing project design, papers, and reports; organizing and delivering briefings to managers, committees, governance councils; comprehensive knowledge of Performance Measures and their related data measurement tools; knowledge of patient scheduling programs (VistA, VistA Scheduling GUI). You will be rated on the following Competencies for this position: Administration and Management Attention to Detail Communication Cost-Benefit Analysis Creative Thinking Customer Service (Clerical/Technical) Data Management Decision Making Interpersonal Skills Technical Competence 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. 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 primarily sedentary, some slight physical effort may be required. There is some walking, bending, and lifting. It is sometimes necessary to work at the computer for extended periods of time. The position requires the ability to concentrate with frequent interruptions. Some occasional travel may be required. 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 There is no educational substitution at this grade level. Additional Information 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. Pursuant to VHA Directive 1193.01, VHA health care personnel (HCP) are required to be fully vaccinated against COVID-19 subject to such accommodations as required by law (i.e., medical, religious or pregnancy). VHA HCPs do not include remote workers who only infrequently enter VHA locations. If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date. The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required accommodation from this requirement using the reasonable accommodation process. 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.