Administrative Officer

The incumbent serves as the Administrative Officer for the Education Service Line at the Dom VA Medical Center in Columbia, SC.

Acts as the assistant to the Associate Chief of Staff for Education (ACOS/E) and is responsible for providing administrative assistance in the coordination of this Medical Center's residency programs, fellowship programs, associated health training programs, patient/family education programs, and staff education programs Serves as a liaison with affiliated institutions, Employee Education Centers, and VA Headquarters Develops and oversees processes to assure a smooth flow of communication between the ACOS/E and all staff. Attends meetings as representative for the ACOS/E when needed Acts as intermediary, when needed, between the ACOS/E and Medical Center personnel, maintaining smooth flow of essential information to and from office Responsible for working closely with the affiliates and VA program coordinators to ensure that all paperwork is processed in a timely manner and all VA requirements are met Responsible for training and coordinating with the responsible person in each service that uses residents and/or trainees Serves as the VA administrator of the Residency Program Full Disbursement Agreement and will be responsible for submission of obligations, and timely reconciliation of all time cards and invoices, coordinating with the various timekeepers for both the VAMC and the index facility to ensure accurate charges Monitors allocated funding and computes projected quarterly expenditures Coordinates with Office of Academic Affairs to ensure funding control point retains adequate, but not excessive, balance Troubleshoots and resolves problems encountered in administrating the program Responsible for management of the calendar of the ACOS/E and will notify the ACOS/E when backup coverage is needed Maintains the calendars for use of assigned classroom space and will schedule such space as required to meet the needs of the medical center Supervises the workflow of the administrative staff for the Education Service Line Provides clerical support for the ACOS/E Independently composes routine and special correspondence and prepares in final form for signature Screens all outgoing correspondence including letters, memoranda, policy statements, etc., for clarity, accuracy, grammar, format, and reading level Assigns or secures classroom space for continuing education of staff, national workshops, national board examinations, trainee classes, veteran's organizations, professional societies, meetings, and other Medical Center functions to provide optimal use of space Coordinates the procurement of Affiliation Training Agreements with educational institutions, VAMC, and VISN Receives, schedules, refers, and contacts members of the staff, agency, and persons outside the agency ranging from other government agencies to the general public Responds to administrative problems brought to the supervisor's attention by members of the staff or management officials outside the organization or the agency Notifies the appropriate subordinate management officials of the need for information or recommendation, and either prepares the response or follows up to ensure a timely response by others Communicates, interprets, and advises on federal policies, regulations, and procedures and gives advice to Service Line Directors and their secretaries on administrative matters Supervises the filing and updating of the service line reference library, which includes Medical Center Memoranda, Infection Control Manual, Safety Manual, and V ISN, VHA, and VA directives Performs analytical and evaluative work associated with line and/or program activities Develops, analyzes, evaluates, advises on, or improves the effectiveness of work methods and procedures, organizations, manpower utilization, distribution of work assignments, delegations of authority, management controls, information and documentation systems, and similar functions of management Participates in developing the annual budget formulation and/or execution process Manages procurement and contracting for the service line Develops and maintains automated education/training calendar and assists users with accessing information Develops and updates orientation handbook for Residents, Fellows, Medical Students, and Associated Health students *Prefer current VA Administrative Officer or senior level leadership Executive Assistant experience* Work Schedule: Monday - Friday, 8:00am - 4:30pm Financial Disclosure Report: Not required

You must be a U.S. Citizen to apply for this job To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job. Physical Requirements: The work required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment. A pre-placement physical examination is not required. Subject to background/security investigation Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued identification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment. Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider: your performance and conduct; the needs and interests of the agency; whether your continued employment would advance organizational goals of the agency or the Government; and whether your continued employment would advance the efficiency of the Federal service. Upon completion of your probationary period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.