Summary The purpose of the position is to direct and perform all administrative functions for the assigned service, including program administration, personnel management, business operations, financial management, quality assurance, facilities management, and various related administrative matters in support of the Beckley VA medical facility. The position is assigned to a complex clinical service containing numerous sections that provide complex clinical care across outpatient care settings. Responsibilities At the GS-09 level, the incumbent has a fundamental understanding of administrative processes and medical facility operations and is progressively gaining proficiency in management analysis principles. 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. The incumbent serves as the Administrative Officer for the Primary Care Service, which includes several sections that require support and will be expected to utilize state-of-the-art management tools and techniques to identify, analyze, and improve the efficiency and effectiveness of programs and services within the Primary Care Service. The purpose of the position is to plan, coordinate, execute, and evaluate administrative functions for Primary Care Services to ensure that a smooth flow of quality services is provided efficiently, effectively, promptly, and courteously. Develops, initiates, and implements administrative policies and procedures for facility-wide areas of responsibility. Formulates proposed administrative policies. Discusses pertinent issues with operating personnel to determine the impact on new or revised guidance on current operations. Recommends the establishment of and prepares administrative policies and procedures for implementation throughout the service. Provides advice and guidance on the. interpretation and application of administrative directives and instructions. Develops and maintains service and EOH SharePoint. Participates in the development of strategic long-range plans for the service. Analyzes plans to determine the impact on administrative processes and the feasibility of making modifications to accomplish mission requirements. Plans and conducts detailed management studies and analysis to determine the impact of service reorganizations and changes. Compiles and analyzes facts, develops plans, and performs extensive coordination. Prepares comprehensive reports with findings and recommendations based on varied management and administrative considerations. Reviews and evaluates completed staff actions (e.g., memos, reports, studies, fact sheets, information papers) for overall quality of the document, appropriate levels of coordination, consistency, logic, soundness of recommendations, and compliance with policy. Uses all sources of information to assist service leadership in resolving issues and implementing solutions to various problems through automation, telecommunication, and data processing. Ensures administrative operations support equal employment opportunity principles, labor-management obligations, and organizational policies through consistent application of established procedures and documentation standards. Advises management officials, supervisors, and employees on the interpretation and application of a variety of HR policies, practices, and procedures, including staffing, benefits, classification, employee relations, and related areas. Oversees trainee onboarding and offboarding. Assists VA program directors and site coordinators in the administrative management of trainees and their experiences. Reviews, submits, and tracks all resource requests (budget, equipment, supplies) for the service. Maintains oversight of all fund control activity, travel budget requests, payroll (FTEE, overtime, unscheduled hours, etc.), and contracting actions/reports. Ensures accuracy of labor mapping and workload collection. Develops recommendations and implements new or modified guidelines, work processes, and operations in order to improve the effectiveness, efficiency, or timeliness of work processes and information dissemination. Develops project specifications, participates in negotiations with union officials, engineering, or contract personnel, oversees project progress and completion, and assists in post-construction quality assurance inspection. Develops, prepares, and presents detailed findings, reports, charts, and tables related to sensitive data using several data points, providing detailed analysis. As needed, conducts research and performs special studies covering activities that need re- evaluation or have become problem areas. Applies qualitative or quantitative analytical methods used in problem-solving issues Maintains oversight of action plans and performance improvement monitors within the service and follows through to ensure that corrective actions are implemented. Performs other duties as assigned. Work Schedule: 8:00 am - 4:30 pm, Monday - Friday Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD26580-0 and PD26579-0 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: Work is sedentary. Occasionally requires carrying of objects up to 30 pounds. Some walking, standing, pushing, pulling, reaching, stooping, and bending. Driving an automobile. No special physical qualifications are 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) 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 the 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, 04/06/2026. 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-09 position, you must have served 52 weeks at the GS-07. For a GS-11 position, you must have served 52 weeks at the GS-09. 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-9 Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-7 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 the range of administrative laws, policies, regulations, and precedents applicable to the administration of service programs and activities; Skill to plan organize, and direct team improvement and system redesign work and to negotiate effectively with management to accept and implement recommendations where proposals involve substantial resources; knowledge and skill in applying analytical and evaluative methods and techniques to assess programs for effectiveness or improvement of management processes and systems; synthesize findings and prepare recommendations for SVAHCS-wide policies which change the way system-wide programs are carried out OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level, you must have successfully completed a master's or equivalent graduate degree, or 2 full years of progressively higher level graduate education leading to such a degree, or an LL.B. or J.D. in a field related to this position that demonstrates the knowledge, skills, and abilities necessary to do the work of this position. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have a combination of specialized experience and education, successfully completed graduate-level education (in excess of the first year or 18 semester hours), and specialized experience to meet total experience requirements). GS-11 Specialized Experience: You must have one (1) full year of specialized experience equivalent to the GS-9 grade level in federal service that equipped you with the particular knowledge, skills, and abilities to perform successfully the duties of an Administrative Officer and that is typically in or related to the work of this position. Specialized experience includes: Creating reports, coordinating and scheduling meetings, and submitting requests/work orders using a personal computer and office automation programs (such as word processing, spreadsheets, etc.); maintaining and updating department or service-level databases and shared computer drives; accurately preparing timecards for submission and processing; resolving timekeeping issues related to overtime, holiday pay, unscheduled hours, and various @types of extended leave; managing and balancing financial aspects of general fund control points and purchase procedures; and preparing and submitting requests for recruitment, promotion, reassignment, and disciplinary actions. NOTE: 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. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level, you must have successfully completed a Ph.D. or equivalent doctoral degree, or 3 full years of progressively higher level graduate education leading to such a degree, or an LL.M. in a field related to this position that demonstrates the knowledge, skills, and abilities necessary to do the work of this position. NOTE: Transcripts must be submitted with the application. Education cannot be credited without documentation. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have a combination of specialized experience and education, have successfully completed graduate-level education (in excess of the first two years or 36 semester hours), and specialized experience to meet total experience requirements. NOTE: If using education combined with specialized experience to qualify, a copy of your transcript is required. Preferred Experience: Experience in managing administrative functions within a healthcare or government environment. Proficiency in using VA-specific software systems (e.g., VistA, CPRS). Demonstrated experience in budget management, human resources, and office management. Strong organizational, communication, and problem-solving skills. Manage multiple projects simultaneously. Experience in developing and implementing policies and procedures. Advanced knowledge of data analysis and report generation. Must have experience in federal government administrative processes, including budget and human resources management. Proficiency in the use of Microsoft Office Suite, including Word, Excel, and PowerPoint. Physical demands & Work environment: Work is sedentary. Occasionally requires carrying of objects up to 30 pounds. Some walking, standing, pushing, pulling, reaching, stooping, and bending. Driving an automobile. No special physical qualifications are required. Work is typically performed in an office setting. Work is typically performed in an adequately lighted and climate-controlled setting. Requires occasional travel to off-site locations. Requires occasional walking around the hospital and off-site locations. May, on occasion, entail evening and weekend duty. 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/. Additional Information OUR MISSION: To fulfill President Lincoln's promise - "To care for those who have served in our nation's military and for their families, caregivers, and survivors. How would you like to become part of a team providing compassionate, whole-health care to Veterans? "Whole Health is an approach to health care that empowers and equips people to take charge of their health and well-being and live their lives to the fullest. The VA is committed to Whole Health and values Veteran and Employee health and well-being. As a VA employee, you will practice Whole Health in an environment that supports personalized and proactive care." The VA has adopted Core Values and Characteristics that apply universally across the Department. The five Core Values define "who we are," our culture, and how we care for Veterans, their families, and other beneficiaries. The Values are Integrity, Commitment, Advocacy, Respect, and Excellence ("I CARE"). As a VA professional, your opportunities are endless. With many openings in the multiple functions of VA, you will have a wide range of opportunities and leadership positions at your fingertips. 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 RA requests 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 an 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 employees credit for their job-related non-federal experience or for 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/.
