Summary The Administrative Officer serves as an executive assistant to the Associate Chief of Staff for Surgical Care, Miami VA Healthcare System, Miami, Florida. They must have a high degree of analytical ability, personal management skills, and specialized knowledge and skill in the area of health care service management, i.e., applying health care management principles to the planning, execution and administration of health care services delivery system. Responsibilities Examples of specialized experience would typically include, but are not limited to: Responsible for organizing the Surgical Care Service and delegating activities under the supervision of the Associate Chief of Staff for Surgical Care in the most efficient manner to further the goals of the Service. Develops both long and short range policies and plans for the Surgical Care Service by coordinating data and other input for the service as appropriate, utilizing specialized knowledge of the healthcare industry to incorporate complex and often conflicting information into an organized plan. Advise with policies and procedures dealt with are for all of the various aspects of the Miami VA Health System, including the delivery of high quality, efficient patient care, budget and fiscal management; supply, service and equipment procurement, personnel and workforce utilization, contract negotiation and management, construction and renovation, and space utilization. S/he will develop, evaluate, and modify organizational structure and systems to achieve program goals. The incumbent will help the Associate Chief of Staff for Surgical Care coordinates processes of internal review, quality, and productivity initiatives for the service, developing complex and/or unique quality and productivity programs as necessary. Monitor, review and make adjustments as needed to clinic profiles. Maintain a system for ensuring that all the required information for credentialing privileging and/or scopes of practice for employees with Surgical Care Service are kept up to date. Required coordination between the clinical staff, clerical staff, the credentialing office, and other facilities to ensure timely and accurate submission of documents. Ensures compliance with established safety policies of the medical center, ensures that service personnel receive the appropriate safety training. Serve as the immediate supervisor for administrative staff assigned by the Associate Chief of Staff for Surgical Care. Approve official for leave and timecards of assigned staff assuring they are complete accurately and in a timely manner. Responsible for developing performance standards and writing positions of assigned Surgical Care Service staff in addition to conducting performance appraisals and recommending performance awards. Serves as the Funds Control Manager and maintains an awareness of needs and available resources, and makes recommendation to the Associate Chief of Staff for Surgical Care and Medical Center management regarding needs, distribution, and redistribution of resources. The incumbent possesses full authority for fund control points within Surgical Care Service. Leads in administering clinical programs under the Associate Chief of Staff for Surgical Care concerning such matters of equal opportunity, merit promotion, labor management relations, and positions management. Responsible for personnel administration including knowledge of personnel operations including development of position descriptions, position classification, grievance, procedures, performance standards, and disciplinary actions. In collaborations with Human Resources and the Medical Staff Office, coordinates recruitment efforts for Surgical Care Service clinical providers and other direct reports to the Associate Chief of Staff for Surgical Care. Leads interview panels, develops competency based interview formats, and analyzes candidate qualifications for recommendations to Associate Chief of Staff for Surgical Care. Ensures that all programs under the leadership of the Associate Chief of Staff for Surgical Care follow appropriate Equal Employment Opportunity policies and program activities. Work Schedule: Monday -Friday, 7:30am- 4:00pm Telework: Not available Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD078180 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Authorized 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 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 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, 07/06/2026. 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-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 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-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: Ability to provide accurate and appropriate guidance and instruction in all aspects of the administrative programs that functions to insure maximum support of the Veteran in the outpatient surgical areas of the hospital. Ability to identify opportunities to improve efficiency, effectiveness and outcomes of care processes; identify areas requiring attention and recommend and coordinates course of action through Surgical Care Chief. Ability to design studies, training and organizational strategies for identifying opportunities to improve customer service and process quality. Ability to develop related administrative policies and procedures, such as those governing numerous veterans' clinical services and availability and other discrepant post findings gathered from the delivery of care program or services at the operating level. Ability to determine space requirements; conducting work flow methods and procedures analyses, communication and program/goal analyses, workforce utilization studies, management surveys, and the use of standard operating procedures (SOP); performing outreach and liaison activities; and evaluating complex program issues concerning the delivery of programs, products, and services. Knowledge of the operations; procedures and techniques associated with short and long-range planning efforts, and compiling directives and national guidelines in preparing weekly, monthly, quarterly, and annual reports. 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. 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/.
