Administrative Officer

The Position is located in the Academics and Research and Development Service line at Mann-Grandstaff VA Medical Center and reports directly to the Chief of Academics and Research.

* Budget and Financial Management:

* Prepare the Academics and Research Service budgets and financial programs.

* Manage budget formulation and execute all allocated funds.

* Ensure the integrity of all financial management practices for the service.

* Advisory Role:

* Serve as an advisor to all academic program faculty, research staff, and research investigators on financial-related issues.

* Assist with developing budget plans, executing allocated funds, and proper accounting of financial documents necessary for submission and fund approval.

* Collaboration and Disbursement:

* Work with the Seattle Institute of Biomedical and Clinical Research regarding the disbursement of non-VA funds supporting local research through MGVAMC fiscal office.

* Responsible for all arrangements with health-related divisions and departments for academic and research activities at the affiliated universities.

* Procurement and Contracting:

* Manage procurement and contracting for Academics and Research Service.

* Prepare procurement requests and evaluate proposals for work.

* Serve as the primary contact of record for procurement and contracting record management.

* Assist in the initiation and preparation of documents and contracts by determining appropriate costs, performing cost analysis, soliciting bids, writing sole source justifications, and communicating both orally and in writing with contractors.

* Prepare and review purchase orders for supplies and non-expendable property, including personal computer hardware, service-specific software requirements, and other specialized equipment necessary for the effective functioning of the service.

* Exercise authorizations for obligation and expenditures of funds.

* Analysis and Review:

* Analyze Federal budget data calls, review guidelines, and instructions.

* Review financial reports and resolve discrepancies with the appropriate accounting office, both internal and external to MGVAMC.

* Compliance and Documentation:

* Assure all expenditures are properly authorized and documented.

* Establish processes to ensure proper accounting of all funds, including those obtained through external sources.

* Preparation and Submission:

* Prepare budget packages for submission to the budget office.

* Respond to all questions from the budget office.

* Point of Contact:

* Act as the point of contact for VA central program office fiscal sections related to academics (OAA) and research (ORD).

* Monitoring and Reprogramming:

* Monitor balances and status of projects.

* Recommend reprogramming of funds as needed.

* Report Preparation:

* Prepare a variety of complex, analytical reports for use by the Chief of Academics and Research and facility senior leadership in support of policy making and planning efforts.

* Planning and Support:

* Work with researchers in the planning stages of research protocols to identify budget needs for grant submissions.

* Briefings and Presentations:

* Prepare budget and financial briefings to be presented by the Chief of Academics and Research to senior VACO and facility officials, affiliated organizations, and others as appropriate or necessary.

Work Schedule:

Monday-Friday 8:00am-4:30pm

Telework:
Not Authorized

Virtual:
This is not a virtual position.

Position Description/PD#:
Administrative Officer/PD706090

Relocation/Recruitment

Incentives:

Not Authorized

Permanent Change of Station (PCS):
Not authorized