The primary purpose of this position is to be responsible as a Program Manager for the planning, organization, development, direction, evaluation and forecasting of all aspects of Engineering Serviceâ€™s operationâ€™s finances and budgetary formulation and administration.
As a Program Manager, the Management & Program Analyst is responsible for planning, organizing, directing, evaluating and managing the process for all duties related to budgetary funding for Engineering Service. The level of flexibility in implementation knowledge is especially versatile in adapting, modifying or making compromises with proven concepts and practices. Works independently to continuously analyze all Engineering Service operations and its $65-million annual budget to make recommendations to the Chief Engineer about how to make Engineering Service more operationally efficient and cost effective.Â Plans and forecasts control point funding needs for all Engineering Control Points. (20% of the time)
Performs recurring and non-recurring responses to VA Central Office, VISN 22 and the GLA Executive Leadership Team regarding all aspects of Engineering Service operations.Â Examples of this include the following:
OPOR â€“ Monthly report of open purchase orders
UDO â€“ Bimonthly review of undelivered orders
IFCAP â€“ Weekly review of funding availability by Control Point.
(15% of the time)
The Management & Program Analyst assists with VA budgeting and procurement laws, regulations and practices applicable to the repair, maintenance and modification of the physical plant and other utility-based equipment and construction projects (15% of the time).
Analyzes all medical equipment, non-medical equipment and building service equipment annual service contracts to identify and realize cost saving opportunities (10% of the time).
The level of flexibility in implementation is especially versatile in adapting, modifying or making compromises with proven concepts and practices.Â Compiles contract and operational data for Budget Execution and Y-T-D monitoring.Â Prepares and submits and tracks all extraordinary funding request to the GLA Resources Board (10% of the time).
Deals with a variety of individuals, such as Supervisory WS and GS staff, clinical staff, administrative staff from Financial Management, vendors and contractors to accomplish duties in an efficient and cooperative manner. Management & Program Analyst understands engineering and building operations to ensure he or she is familiar with the basic systems and operations Engineering personnel are responsible to maintain and operate.Â Works closely with all VISN 22 and GLA Contracting Officers and Financial Management Service employees to facilitate timely awards and payments for 2237s. (10% of the time)
Responsible for the analysis and resolution of a wide variety of complex technical, operational and management issues throughout a Service that maintains $129-millon of medical equipment, 4-million square feet of buildings, across 500 acres of grounds in five Southern California Counties.
Responsible for keeping up-to-date budgetary information on all the VACO policies and requirements for fiscal and engineering management of VA Housekeeping Quarters and then applying this to the ongoing oversight of ten local Quarters Units.Â (10% of the time)
Plans, maintains and forecasts all Engineering Service contracts and budgetary needs.Â Responsible for preparing annual Business Plan for all of Engineering Service. This is a comprehensive plan that includes project budget for Staffing levels, equipment and materials and all service contracts necessary for Engineering Service to operate fully funded during the Fiscal Year (10% of the time)
Performs other duties as assigned. Â Â These duties can be complex and would be expected to carry the lead from beginning to conclusion without any major oversight.
Skill and Knowledge
Knowledge to be able to perform financial audits;
Ability to analyze financial information and prepare financial reports to determine or maintain record of assets, liabilities, or other financial activities within an organization;
Skilled in applying general accounting principles;
Skilled in the use of Microsoft Excel, Word and PowerPoint to prepare, receive, review, and verify documents, maintain office records; locate and compile data or information from files, compile information for reports, generating data charts and graphs, and analyzing data;
Proficient in the operation of the Fiscal FMS, IFCAP and IPPs (online) invoice certification systems;
Extensive knowledge of the work processes and procedures of all Engineering Sections including Construction Projects, Biomedical Engineering, Maintenance & Operations and the Motor Pool;
Knowledgeable of all VA Procurement and Federal Acquisition regulations;
Ability to prepare complex administrative and technical reports with no direct supervision;
Ability to effectively communicate with professional engineers, public officials and professional medical and administrative staff and all subordinate trades;
Ability to conduct cost analyses to determine the effectiveness of proposed cost containment activities.Â Plans a system of internal controls to ensure that expenditures in each control point are maintained in a sound manner and that improper expenditures are avoided;
Ability to fully utilize the hospitalâ€™s VISTA computer system including the tracking of 2237s, 1358s and menus to track expenditures for the maintenance and repair of all hospital equipment, utility systems, building service equipment and building structures.
The Management & Program Analyst will review past practices and precedence in how workload is accomplished. Then the Management & Program Analyst will independently then use his/her professional acumen to decide whether any modification of the past practices and precedence is required.Â If it is determined that change is necessary, the Management & Program Analyst will communicate the recommendation to the Engineering Service Supervisor.
Guidelines include the Federal Acquisition Regulations (FAR), Veterans Affairs Acquisition Regulations (VAAR), VA directives and standards, and Medical Center policies. The Management & Program Analyst is also bound by VA accepted general accounting principles and VA Financial Management policies that dictate how budgets and funding utilization should be implemented.
While these guidelines are generally applicable, the Management & Program Analyst makes adaptation in dealing with problems such as limited funds. In the absence of a specific guideline or method for a phase of work, the Management & Program Analyst researches related methods to recommend an appropriate procedure.Â Keen understanding and judgment are required by the Management & Program Analyst to interpret the guidelines and apply them under the direction of the VA supervisor.Â Â Â Â Â Â Â
The Management & Program Analyst must have a basic working knowledge of all aspects of Engineering Service including Maintenance and Operations, Biomedical Engineering, Construction projects, motor vehicle transportation and energy savings performance contracts.Â Facts must be ascertained, developed, checked, analyzed, interpreted, or otherwise evaluated. The level of difficulty in carrying out the work varies depending on whether facts or conditions are clear-cut and directly apply to the project or situation, vary per the nature of the program requirements, project, phase or problem being handled, or involve unusual circumstances and incomplete or conflicting data. Development of planning proposals often require departing from past approaches and extending traditional techniques or developing new solutions to meet major objectives. The Management & Program Analyst at this level is responsible to consult with other professionals, vendors, or other government agencies.
Scope and Effect
The Management & Program Analyst is responsible for assisting with wide range of cost savings from the planning stage to completion. The effect is timely completion of cost savings proposals that enhance patient care, save financial resources and are consistent with this Medical Center goals and objectives.
Physical demands are generally not significant.Â The Management & Program Analyst must have good enough vision to read a standard desktop computer screen and good enough hearing to be able hear what is spoken by the Management & Program Analyst â€™s supervisor and other co-workers. The Management & Program Analyst must also be able sit and work in front of a standard desktop computer for up to eight (8) hours a day.