Administrative Specialist

This position is located within the Administrative Offices of Inpatient and Emergency Services Division (IESD) at the VA Portland Health Care System (VAPORHCS). The incumbent serves as an Administrative Specialist, with primary responsibility to assist the Division Administrative Officer and Executives by providing complex management and analytical services essential to the operation and direction of Division staffing. Major duties: ***THIS IS NOT A VIRTUAL POSITION, YOU MUST LIVE WITHIN OR BE WILLING TO RELOCATE WITHIN A COMMUTABLE DISTANCE OF THE DUTY LOCATION*** Ensures smooth operation of processes and issues related to staffing for the Division, providing analysis and management of program development and planning through continued assessment of IESD's compliance with the stated mission, goals and objectives of the VISN, VACO, and OPM, as well as VAPORHCS's Human Resources, Medical Staff, Nursing Professional Services, Security, and Contracting Departments. Ensures that staffing processes are initiated, monitored, and completed timely and accurately. Work involves planning for and developing systems, policies, functions, and services to ensure all staff, including FTE, fee and contractors, meet procedural and regulatory requirements for work at the VA Portland HCS. Assists the delivery and revenue leadership and staff in projecting staffing needs, writing position descriptions, developing job analyses, preparing performance plans and appraisals, and processing training requests. Analyzes management techniques, processes, and styles for fostering and improving effective communication of critical information regarding HR actions to supervisors and staff. Coordinates with the delivery and revenue leadership to complete operational plan, administrative reports, program proposals, and other appropriate administrative duties. Presents findings to management, program managers, and others who would benefit from the information, and makes recommendations on future staffing needs and organizational changes to more efficiently meet mission requirements. Develops guidance on techniques for management and method improvements. Prepares concise reports documenting findings and conclusions. Assists in the development of directives and the design, development, documentation, and implementation of various reporting systems, which are critical to IESD and facility staffing and budgeting plans. Prepares reports and analysis of data, including organizational charts, staffing plans, and DSS mapping. Maintains the IESD HR database, organizational charts, and DSS mapping charts, and revises or creates new tools as needed. Analyzes workload and develops projections, comparing and constructing current and historical workload data to discern trends. Presents findings to management, program managers, and others that would benefit from the information. Provides recommendations on future staffing needs and organizational changes to more efficiently meet mission requirements. Works with IESD financial staff and management to analyze budgetary information and discern how current and projected staffing needs will be funded. Reviews financial staffing reports for discrepancies in salaries, overtime, incentive awards, terminal leave, and overall staff costs for a changing budget of administrative expenses involving different funding sources, staffing, contracts, etc. Administers internal review, quality, and productivity initiatives for the Division. The incumbent develops, interprets, applies, and integrates objective criteria and acceptable standards for use in monitoring activities. Serves as the primary point of contact for managers and supervisors seeking assistance and guidance on issues related to staffing, such as recruitment and placement and position management/classification. Reviews, analyzes and interprets incoming requests, recommends appropriate action or suggests appropriate alternatives based on knowledge of internal operations, agency personnel policies, budgetary constraints and work priorities. May perform other related duties as assigned. Work Schedule: Monday through Friday, 8:00am - 4:30pm. Recruitment & Relocation Incentives: Not authorized. Requirements: 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. Selective Service Registration is required for males born after 12/31/1959 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) - See "Required Documents" below for details. As a condition of employment for accepting this position, you will be required to serve a 1-year probationary 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, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.