Summary The incumbent will perform the functions of an Administrative Officer (AO) and will be assigned to a clinical service line that reports up to their assigned Executive Leadership Team (ELT) member. The AO is responsible for the overall administrative management and general business operations of the clinical service line. Responsibilities Administrative Management: Incumbent serves as the administrative member for the Medical Specialty Service leadership team. The primary purpose of this position is to manage the administrative duties for the assigned clinical service line in order to guarantee the primary goal of optimally delivering high-quality care to the Veteran. The incumbent plans, directs and controls the assigned clinical service lines administrative activities including establishing parameters for policies and procedures, personnel management, contract oversight, training coordination, procurement of furniture, supplies and equipment, preparation, and presentation of awards for employees, records management, security, budget programming and execution, communications control, physical space management and special projects or studies. The incumbent is responsible for developing and directing all administrative functions for the assigned clinical service line; in addition, the AO has the authority to act as proxy for the Chief of the Service in all administrative functions. Personnel Administration and Management: The incumbent manages all administrative functions within the assigned clinical service line and regularly represents the service in project planning activities when so designated. Administrative responsibilities include fiscal, personnel, equipment, program, and supply management. Additionally, the incumbent serves as a liaison between all facility services and is responsible to executive management on administrative matters. The primary function of this role is twofold: to keep abreast of matters affecting the health care system so the clinical service line can respond appropriately and to make top management aware of the assigned clinical service line items that affect the system. The primary contact point is the Health System Specialist, Executive Administrative Officer/Designee, for the Chief of Staff; however, contact may be with the Medical Center Director, Chief of Staff, Associate Director and/or Associate Director for Patient Care Services (Nurse Executive). Budget/Financial Management and Procurement/Contracting: The incumbent is responsible for managing budget formulation and execution for a changing budget of administrative expenses involving different funding sources, and participates with managers in reviewing needs, plans, and goals to develop budget data and justifications for review and approval. Advises the service chief on budgetary and finance issues. Serves as a purchase card holder and approving official for equipment and commodities procurements to ensure that cardholders adhere to the procure requirements. Monitors to ensure that the cardholder conducts purchase card reconciliations within the required timeframe and that the reconciliations are correct. Prepares budget estimates based on historical information and identifies need for changes. Interacts and negotiates on adjustments or reprogramming of funds in support of major program changes or requirements. Serves as the Fund Control Point Official for numerous fund control points and acts as the Approving Official and/or Alternate Official for purchase card holders in the sub-specialty sections of the assigned clinical service. Sets up and maintains a system to control purchasing and the use of supplies. Coordinates and conducts audits and inspections as assigned by the Service Chief. Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level. Work Schedule: Monday - Friday; 7:30am - 3:45pm Telework: This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Ad-hoc Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD005320 and PD00532 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized Requirements Conditions of Employment 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 dentification 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. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 01/28/2026. 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-7 position you must have served 52 weeks at the GS-5 and for a GS-9 position you must have served 52 weeks at the GS-7. 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 and/or education as described below: GS-07 Administrative Officer Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-05 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: knowledge of a full range of functional areas (including human resources, purchasing, supply and property management, records management, financial management, and budget); ensures compliance with established policies and procedures; prepares recurring administrative status reports; and knowledge of health care delivery and entitlements and eligibility within the VA health care system. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have one (1) full year of graduate level education OR superior academic achievement.. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have a combination of specialized experience and education as described above. GS-09 Administrative Officer Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-07 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: knowledge of a full range of functional areas (including human resources, purchasing, supply and property management, records management, financial management, and budget); ensures compliance with established policies and procedures; prepares recurring administrative status reports; and knowledge of health care delivery and entitlements and eligibility within the VA health care system; applies analytical and evaluative methods and techniques to issues or functions related to hospital/healthcare administration; conducts detailed analyses of complex functions and work processes; presents staffing recommendation and negotiates solutions to disputed recommendations; applies analytical and evaluative techniques to the identification, consideration, and resolution of issues or problems; and conducts interviews with supervisors and employees to obtain information about organization missions, functions, and work processes. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a master's or equivalent graduate degree, OR two (2) full years of progressively higher level graduate education leading to such a degree, OR LL.B. of J.D. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have a combination of specialized experience and education as described above. 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/. Education A transcript must be submitted with your application if you are basing all or part of your qualifications on education. Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: https://sites.ed.gov/international/recognition-of-foreign-qualifications/. Note: If your school has changed names, or is no longer in existence, you must provide this information in your application. Additional Information Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act. Reasonable Accommodation (RA) Requests: If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application. Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case-by-case basis. If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision. You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments if you received the link after the close of the announcement. To determine if you need a RA, please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments. Receiving Service Credit for Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. This job opportunity announcement may be used to fill additional vacancies. The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/.
