Summary Come and join an award-winning team here at the Salem VA Medical Center, which is seeking a candidate for the Administrative Officer position under the direct supervision of the Chief! The selected candidate will serve as the Administrative Officer for the Primary Service at the Salem, Virginia facility, responsible for a wide range of complex administrative, management, and technical functions, as well as special projects. Responsibilities The Administrative Officer is responsible for all administrative operations with final authority resting with the Service Chief. Duties include directing and coordinating all administrative, operational, and planning activities within the service.Key functions include assisting in strategic planning: creating and maintaining statistical data for decision-making purposes; developing and monitoring cost effective programs; developing clinical policies as appropriate and developing methods and tools to scientifically evaluate program activities and effectiveness. Coordinates activities, performs analytical trending and evaluative work associated with service departments. Incumbent ensures that all contracts are developed, maintained and implemented in accordance with Department of Veterans Affairs mission, regulation, and directives in addition to Salem VAMC policies. Administrative Management: Administers space and equipment programs. Establishes HR/Equipment/Space Policy for the unique and/or complex Service Line. Responsible for constant surveillance, evaluation, and planning to ensure efficient utilization of space based on constantly changing and ever-increasing program demands. Review orders to verify their needs and ensure each section receives its appropriate share of the available funds. Provides advice regarding the composition of correspondence and furnishes information regarding Medical Center procedures, directives, and policies to services/programs that function under the supervision of the Service Line, as requested. Maintains confidentiality of all office matters and exercises discretion in the release of all information. Manages and coordinates all administrative aspects of the Service. He/she is responsible for developing both long- and short-range policies and plans for the organization (s) for which they are accountable, coordinating the medical administration needs of those organizations. Budget Guidance and Administration: Develops the need for and maintains awareness of available resources, and makes recommendations regarding their needs, distribution, or redistribution. The incumbent is also responsible for operating within the authorized budget. Duties include analyzing, evaluating, advising, and coordinating administrative and clinical activities to support the successful outcomes of efforts to improve patient access to VA healthcare. Full authority for fund control points. Gathers and analyzes the Medical Center's budget needs in relation to the Service Line, and supervises all phases of budgeting within administrative requirements. Plans a system of internal control that assures the fiscal management of the Medical Center will be maintained on a sound basis in accordance with generally accepted accounting practices. Responsible for formulation and execution of annual budget, including salaries, travel, supplies, equipment, and all other general operating expenses. Assembles and compiles budget information and maintains a running account of funds allocated and expended in all sub-accounts, and makes interim adjustments where necessary by applying the basic knowledge and understanding of budgetary policies, procedures, and regulations. Personnel Administration and Management Work: Discusses, investigates, and responds to employee grievances and dissatisfactions in order to resolve conflicts. Represents management at labor management meetings, provides information, and resolves conflicts and /or problems that may arise, and assures management officials are familiar with the negotiated agreement. Acts as the liaison with the Human Resources Office concerning personnel-related matters. Coordinates and participates in disciplinary actions and responds to appeals and grievances. Attend hearings when requested. Plays a central role in developing and coordinating internal review systems to ensure that both clinical and administrative activities comply with agency, accrediting, and regulatory requirements. Assists managers and staff in projecting staffing needs, writing position descriptions, developing job analyses, preparing performance plans and appraisals, and drafting disciplinary and adverse actions. Reviews, analyzes, and interprets incoming requests; recommends appropriate action or suggests appropriate alternatives based on knowledge of internal operations, agency personnel policies, budgetary constraints, and work priorities. Work Schedule: Monday thru Friday, 8:00 am to 4:30 pm Virtual: This is not a virtual position. Telework:This position may be authorized for Ad-hoc telework. Telework eligibility will be discussed during the interview process.Position Description/PD#: Administrative Assistant/PD502170 Relocation / Recruitment Incentives: 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. All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment. Applicants who refuse to be tested will be denied employment with VA. 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, 05/13/2026. 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-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 that you possess one year of time-in-grade, as required by the announcement. In this instance, you must provide an additional SF-50 that clearly demonstrates one year of 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:Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-09 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Experience supporting healthcare operations or comparable service-delivery environments. This includes knowledge of healthcare delivery systems, staffing coordination, and processes related to patient care services. Experience performing administrative functions such as timekeeping, project coordination or management, and process improvement activities. Experience reviewing and analyzing incoming requests or information, determining appropriate actions, and providing recommendations or alternatives based on an understanding of organizational operations, personnel policies, budget considerations, and work priorities.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 beyond 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. 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 There is no educational substitution at this grade level. 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 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/.
