Summary This position is located in the Office of the Deputy Associate Director Patient Care Service at the Illiana VA Medical Center, Danville, IL and is responsible for performing administrative functions of Nursing Service in collaboration with the Supervisory Program Specialist and Chief Nurses (CNs). The primary purpose of the position will be the coordination and monitoring of Nursing Service programs. Responsibilities The duties will include (but will not be limited to) coordination of surveys and reports, contract milestone tracking, performance improvement activities, budget and financial oversight, procurement and contracting, statistical, and other administrative functions. Duties Include: Prepares correspondence for Chief Nurse (CN). Reviews outgoing correspondence for procedural accuracy and calls attention to needed corrections. Maintains the CN personal files of correspondence, documents concerning subordinate personnel, and other documents pertaining to the operations of the CN office. Files may be in hard copy or electronic format. Maintains confidentiality of sensitive employee and patient information. Follows established guidelines for record management and prepares accurate and timely reports. Serves as an electronic inventory list (EIL) official for Nursing Service. Assists in the evaluation and procurement of equipment needs of the service. Serves as a contracting officer representative (COR) for Nursing Service. Serves as a fund control point clerk and as a primary contact person between Fiscal Service and Nursing for fund control point activities. Provides review and analysis of budget and operating programs within Nursing Service. Develops annual overtime, and education and travel budgets within established time-frames and seeks necessary approvals from CN and Supervisory Program Specialist. Prepares and tracks actions related to position and personnel action management. Writes position descriptions and performance standards for the office positions; reviews and monitors the currency and accuracy of performance standards, functional descriptions, competencies, orientation, and position descriptions for other professional/non-professional staff; and develops requests and justification for additional staffing. Maintains data bases to accurately reflect current status of organizational charts and employee staffing, as well as any applicable recruiting/retention allowances. Initiates documents to process new requests for personnel actions to include recruitment, promotions, retirements, etc. Processes new employee documentation and access requests. Coordinates updates of administrative software, implementation and training. Talent Management System (TMS) administrator for Nursing Service. Oversees the initiating and tracks training requests for staff. Serves as a Talent Management System (TMS) administrator for Nursing Service. Oversees initiating and tracking of training requests for staff. Applies new policies/regulations, provides advice on requirements, maintains administrative system and prepares administrative documentation. Responsible for assuring the accurate employee labor mapping for the areas of assignment. Provides oversight for timekeeping operations for Nursing employees. Performs additional duties as assigned. Work Schedule: Monday-Friday 0730-1600 Telework-available-as determined by the agency policy. Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD18152A Relocation/Recruitment Incentives: Not Authorized. Financial Disclosure Report: Not required Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment. Applicants who refuse to be tested will be denied employment with VA. 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, 10/29/2024. 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. You may qualify based on your experience and/or education as described below: Specialized Experience: At least one (1) full year of experience equivalent to the GS-7 level. Specialized experience is defined as experience that equipped the applicant with the particular knowledge, skills and abilities to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled. For this position, specialized experience consists of: Experience in positions that required knowledge and skill in applying analytical and evaluative methods and techniques to resolve issues or problems; experience in positions that required substantive administrative support functions such as budget, finance, supply and general administration management, and personnel management; experience in positions that required knowledge of qualitative and quantitative analytical techniques to analyze both administrative and operational problems, and present written and oral recommendations; and working knowledge of advanced management principles, organizational theory, analytical and statistical methods, planning methodologies, budgeting and resource management. OR Substitution of Education for Experience: Masters or equivalent graduate degree, or successful completion of two (2) years of progressively higher-level graduate education leading to such a degree, or LL. B or J.D., if related and if such education demonstrates the knowledge, skills, and abilities necessary to do the work of this position. Education must have been obtained in an accredited college or university, may be substituted to qualify for this grade 9, Administrative Officer position. One year of full-time graduate education is considered to be the number of credit hours that the school attended has determined to represent one (1) year of full-time study. If that number cannot be obtained from the school, 18 semester hours will be considered an academic year of graduate study. Part-time graduate education is creditable in accordance with its relationship to a year of full-time study at the school attended. NOTE: TRANSCRIPTS REQUIRED. OR Combination Education and Experience: Equivalent combinations of successfully completed graduate education and specialized experience directly related to the work of the Administrative Officer position, which may be substituted to meet the experience requirements of the position. For example, 6 months of appropriate specialized experience equivalent to GS-07 (50 percent of the experience requirement for GS-9) and 1 year of successfully completed graduate education (18 semester hours), as is describe above, (50 percent of the education requirement for the GS-9) would qualify for a GS-9 position. NOTE: TRANSCRIPTS REQUIRED. You will be rated on the following Competencies for this position: Communication Computer Skills Manages and Organizes Information 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 involves some walking, due to the campus-style set up of our medical center and ward areas being distributed throughout three buildings. The work is sedentary in part, involving writing at a desk, working at a computer terminal, conferring with others, and attending meetings. 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. 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 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.