The Administrative Officer (AO) reports to a Clinical Service Line Chief. The AO directs and performs all administrative functions within the assigned clinical organization that includes administration, human resources management, budget and finance, management and program analysis, office support services, document control, logistics, and a variety of related administrative matters in support of a complex medical facility, and is responsible for advising the service management team.
To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 05/14/2026. Time-In-Grade Requirement: Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement. For a GS-12 position you must have served 52 weeks at the GS-11. The grade may have been in any occupation, but must have been held in the Federal service. An SF-50 that shows your time-in-grade eligibility must be submitted with your application materials. If the most recent SF-50 has an effective date within the past year, it may not clearly demonstrate you possess one-year time-in-grade, as required by the announcement. In this instance, you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade. Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment. You may qualify based on your experience as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-11 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Directs all administrative activities of the Service including budget and financial management, human resource management, strategic planning and program management and evaluation; assuring that the clinical and administrative functions are integrated to provide optimum utilization of resources. Coordinates and expands use of all pertinent resources available for patient care, developing and utilizing extensive community relationships/partnerships with individuals, health providers, foundations, and external support services. Provides program direction and guidance to subordinate staff, effectively delegating authority and responsibility needed to carry out assigned tasks. Exercises appropriate controls to evaluate effectiveness of work output in meeting goals and objectives; and ensures compliance with all applicable accrediting organizational standards. EVIDENCE OF YOUR EXPERIENCE MUST BE DETAILED IN YOUR RESUME TO RECEIVE FULL CREDIT. Note: A full year of work is considered to be 35-40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment. Physical Requirements: Work is primarily sedentary, although some slight physical effort may be required. Manual dexterity is required in operation of a calculator and/or other office machines. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/.
Duties include, but may not be limited to the following; Performs budget administration functions. Monitors, reviews, and checks requests for allotment of funds from approved operation budgets. Manages the overall supply needs, services, material movement, and real property for the medical facility. Manages and tracks all equipment and supplies. Coordinates all areas of supply administration such as expendable supplies, new and replacement equipment, requisitions, repairs, disposal, etc. Independently formulates plans for proper space utilization and develops methods and establishes criteria for analysis, completes analytical surveys of space utilization, and recommends plans for future needs based on identified deficiencies, anticipated program changes, workload and staffing projections, budgetary considerations Serves as a secondary ADP coordinator for the service and ensures compliance with least privilege requirements. The incumbent independently surveys and identifies 01&T needs throughout the service and coordinates the location of Ol&T equipment to further the achievement of the service's strategic objectives and goals. Responsible for coordinating and facilitating the function of all services, clinical and administrative, which interface with the service. Included in these responsibilities are relations with support services such as Fiscal, Supply Chain, Human Resources Management Service (HRMS), Office of Information and Technology (01&T), Safety, Environmental Management, Engineering, and Education. Plans, develops, and executes assigned clinical service administrative management program needs. Oversees a variety of functions that includes incoming/outgoing correspondence, records management, publications/forms management, administrative standard operating procedures, administrative internal controls, and organizational files management. Conducts studies, surveys, and interviews to gather information necessary to formulate policies, procedures, and strategies. Explores solutions to problems and recommends action based on the results of studies, surveys, and individual interviews which impact the clinical. Establishes internal procedures to secure adequate control in terms of deadlines, progress reports, and directives and uses own initiative in developing procedures which will increase the general flow of information and overcome bottlenecks in the administrative process. Analyzes and reviews documentation procedures and controls, files, directives, forms, records control and disposal procedures and office automation and performs equivalent management information studies of limited scope and impact to the organization. Uses available data (e.g. IPEC, SAIL, VSSC) to determine current clinical performance. Supports activities to improve and maintain performance measures and monitors such as access and patient satisfaction. Maintains current knowledge of accrediting body requirements (e.g. TJC, OIG, OSHA) and VHA regulation and monitors changes/projected changes in regulations and accrediting body standards to ensure that activities and processes continually- meet all requirements. Serves as Action Officer between the Human Resource Management Office and the organization pertaining to all aspects of personnel management, reorganization/realignment, organization structuring, position management, and manpower utilization. Participates in important administrative management planning and policy development affecting the organization. Responsible for providing instruction as needed on specialized procedures, as well as preparation, content and assembly of staff actions. Provides advice and assistance on the processes and procedures of performance management systems, the incentive awards and beneficial suggestion program and/or other productivity measurement and improvement programs. Manages the organization Training program, assuring all employees are in full compliance with all mandatory training requirements. Serves in the capacity of Contracting Officer Representative (COR). Develops initial acquisition documents; writes and defends the requests for funds and conducts all aspects of the contracting process from beginning to end; including market research, statements of work (SOW). Monitors and approves billing for services contracted to outside vendors and providers. Performs other duties as assigned. Work Schedule: Monday - Friday, 8:00am- 4;30pm Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD13493A Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized PCS Appraised Value Offer (AVO): Not Authorized