Administrative Officer

Summary

The VA Southern Oregon Rehabilitation Center and Clinics (SORCC), located in White City, Oregon is hiring an Administrative Officer. The position is aligned under the Service Chief Community Care, under the Associate Director Patient Care Services/Nurse Executive.

Duties

Duties include but not limited to: Program Analysis: Plans, develops, coordinates, and directs program analysis of all components of Community Care. Responsible for the independent preparation of reports, management briefings and other reporting systems required of the program. Reports typically include in-depth analysis of volume of patients served and demographic data of patients served by pulling raw data from corporate data warehouse (CDW), time study reports for efficiency in consult processes, wait times for capacity/access, staffing levels and progress, ongoing assigned projects from the Community Care Chief including barriers and progress towards completion, and suspense data elements as required by outside inspecting bodies. Acts as the administrative lead for weekly metrics, all aspects of monitoring consults, wait times, deferred consults due to COVID 19, Community Care funding, internal and external customer service, medical records through e-Fax, Community care staffing, space and equipment, and MISSION Act implementation as it applies to Community Care. Other reports are produced, validated, and complied through various sources including VSSC, VISTA, CDW, ARC, VISN SharePoint, and national VACO offices. The frequency of ongoing reports is weekly and more in-depth tracking reports are at the request of the Community Care Chief or Executive leadership. Several reports are weekly, bi-weekly, monthly, and quarterly. Supervisory Responsibilities: Provides supervision for employees responsible for administrative work in support of the VA SORCC community care service line; MSA's, AMSA's, Supervisory and Lead MSA's, and Voucher Examiners. Ensures employees under his/her supervision perform duties in a manner that is highly collaborative with clinical employees within the VA SORCC community care service line, as well as all other service lines across the Medical Center, and community vendors. Responsible for: a cohesive team structure within CC; an environment of trust and collaboration; a team-oriented, customer-driven, professional environment to develop new models of care that emphasize prevention, improve access and coordination of care; educate and empower Veterans and their families; enhance the customer experience with positive human interactions and therapeutic alliances; promote the coordination, continuity, and integration of care; demonstrates flexibility, integrity and accountability with a work ethic that emphasizes excellence and quality; and builds customer confidence by professional dress and demeanor. Discusses, investigates, and responds to employee grievances to resolve conflicts. Represents management at labor management meetings, provides information, and resolves conflicts and/or issues that may arise. Assures management officials are familiar with the negotiated agreement. Listens to problems and concerns of assigned employees and helps when possible or secures the advice from Human Resources. Coordinates and participates in disciplinary actions and responds to appeals and grievances and attends hearings when requested. This may involve working with Human Resources, Special Counsel, Equal Employment Opportunity (EEO) Investigators, and others in resolving personnel problems and taking personnel actions. Program Administration: Plays a vital role in developing and coordinating internal review systems to assure that both clinical and administrative activities follow agency and accrediting and regulatory requirements. Provides for full administration of reporting, evaluation, and community care requirements associated with the accreditation of the organization. Establishes procedures to meet unusual or unique standards assuring services provided meet nationally accepted standards, are at least equal to those available in the community and are maximally cost effective. Employs updated mechanisms proven to be effective in the provision of service. Assures all standards of regulatory and accrediting agencies are continuously met in full. Participates in all system reviews both internal and external and makes suggestions on ways to improve overall management for the division. 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: Not available. Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD90441 and PD90440 Relocation/Recruitment Incentives: Not authorized. Critical Skills Incentive (CSI): Not authorized. Permanent Change of Station (PCS): Not authorized.

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 12/23/2026. 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-09 position you must have served 52 weeks at the GS-07. For a GS-11 position you must have served 52 weeks at the GS-09. 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. For GS-09: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-07 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Collects, compiles, and summarizes program data for use in budget preparation, reporting, and decision-making; uses standard financial analysis techniques to assist with budget tracking, expense reconciliation, and resource allocation; prepares routine correspondence, basic reports, and meeting minutes using word processing and spreadsheet software; inputs data accurately into hospital-wide software systems, such as referral management and patient tracking systems; communicates administrative information to staff and stakeholders both orally and in writing; applies established procedures to assist with the implementation of new administrative processes or computer systems; and reviews administrative documents for completeness and compliance with relevant Veterans Health Administration policies and procedures. NOTE: 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. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have have successfully completed a Masters or equivalent graduate degree or 2 full years of progressively higher-level graduate education leading to such a degree or LL.B. of J.D., if related that demonstrates the knowledge, skills, and abilities necessary to do the work of this position. NOTE: Copies of transcripts mus