Administrative Specialist

Summary

The Administrative Specialist is involved in researching new management and business practices which may be suitable for adoption by the Service and Facility to improve administrative efficiency and operations;

in compliance with regulatory organizations and guidelines. Identifies resources required to support varied levels of the service operations and analyzes or evaluates proposed changes in operating procedures and financial impact.

Duties

Duties of the position include but are not limited to :

• Enforces compliance with procedures through various methods of training, annual audits and quarterly meetings, as to avoid deficiencies which can lead to findings, misappropriations of funds and policy violations.
• Provides rapid and effective solutions and ensures completion of the establishment / implementation of said solution, to issues that impact the facility's Education programs.
• Serves as the budget officer for the Administrative and Workforce Development Education Services Department.
• Formulates, presents, executes, and analyzes organizational budgets.
• Participates in developing the annual budget formulation and / or execution process, providing Education leadership consultation and feedback.
• Provides technical, administrative, and direct / indirect supervisory support to all employees within the Education Service, including the Education Service Administrative office as well as the subordinate Library department.
• Develops and prepares the Sole Source contracting between VA and Catalyst Learning, leadership development program for lower grad employees, following guidelines of VA Directive 1663.
• Oversees the day to day administrative processes of the entire Education Service unit, to include the Library workgroup, formulates recommendations for and administers budget, staff, space and equipment allocations.
• Maintains, coordinates, and integrates a system of staff designed to provide effective resource utilization.
• Provides technical advice, guidance and Instruction to employees on both work and administrative matters.
• Oversees processes related to the recruitment, orientation, and retention of staff to meet effective staffing levels for the Service.
• Develops methods to obtain and retain qualified candidates for the Education Service team.
• Assists Service supervisors in developing clear performance standards for Education employees, based upon accurate position descriptions, as applicable to the position.
• Assists the Director of Inter-professional Education to contribute, promote, and establish a climate encouraging staff to identify problems and develop innovative solutions for improving processes and customer satisfaction.
• Facilitates the implementation of the administrative goals of the Education service and is responsible for the achievement of those goals and objectives.
• Responsible for leave approval, performance standards and rating, planning and establishing overall service line activities, deciding on acceptability of projects, hearing / resolving subordinates complaints, taking disciplinary actions, identifying developmental and training needs of employees, establishing long-term and short-term goals for the service line, approving expenses and awards.
• Maintains a close liaison with other services and with discipline specific leadership.
• Develops, promotes, and maintains positive working relationships with a variety of groups to include other VA healthcare systems, community organizations, Veterans Service Organizations, other government agencies, professional societies, volunteers, media and customers.
• Responsible for the resource schedule management implementation, training, product selection / procurement, method of usage, complaints / technical resolution, supervision of day-to-day operation for the entire facility Conference / Resource Scheduling program.

Work Schedule : M-F 07 : 30AM to 4 : 00PM

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 / PD13356O

Relocation / Recruitment Incentives : Not authorized

Critical Skills Incentive (CSI) : Not approved

Permanent Change of Station (PCS) : Not authorized

Financial Disclosure Report : Not required