Summary The Administrative Officer (AO) performs and manages the full range of administrative and operational duties required to support assigned clinical services. The AO provides leadership and expertise in human resources coordination, program analysis, clinic management, financial oversight, procurement and contracting, patient experience and patient safety administration, strategic planning, and administrative readiness. The AO reports to Deputy Chief of Staff, Supervisory Health System Specialist. Responsibilities Major duties and responsibilities include but are not limited to the following: Exercise full responsibility for administrative operations across assigned clinical services. Coordinate all human resources actions, preparing and submitting personnel actions, validating staffing requirements, overseeing onboarding processes, ensuring timely credentialing and PIV issuance, and maintaining all required training and regulatory compliance records. Maintain all service-level administrative systems including distribution groups, document control repositories, SFFX-managed folders, administrative directories, and controlled correspondence workflows. Provide direct operational oversight for the full suite of clinic performance metrics, including return-to-clinic performance, encounter completion timeliness, clinical access indicators, incomplete note resolution, consult management performance, and scheduling grid accuracy. Performs administrative functions required for market pay reviews, and pay for performance. Gathers required workload documentation, validates performance data, prepares written summaries, and assembles complete packages consistent with national guidance and local requirements. Manages the full budget and financial operations of assigned clinical services. Develops, executes, analyzes, and justifies service budgets, ensuring alignment with organizational goals, workload trends, and resource requirements. Performs all procurement and contracting duties required for assigned clinical services. Prepares complete procurement packages, conducts market research, drafts detailed statements of work, prepares cost estimates, and ensures all acquisition documentation meets federal procurement standards. Leads strategic planning efforts across assigned clinical services. Conducts detailed analyses of workload trends, staffing patterns, clinic capacity, access indicators, consult demands, scheduling structures, and provider productivity. Performs other related duties as assigned and as needed by the Service. 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, 8:00 am - 4:30 pm. Telework: This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD593-03448-O and PD593-03447-O 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 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, 07/14/2026. 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-11 position, you must have served 52 weeks at the GS-09. 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 for GS-11: 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. Experience that equipped the applicant with the particular knowledge, skills, and abilities to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled. To be creditable, specialized experience must have been equivalent to at least the next lower grade level 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 VHA clinical metrics. Qualitative and/or quantitative methods for development and manage administrative programs. Skills to assess and improve program effectiveness. Improve complex management process and systems and make recommendations. Knowledge of the range of administrative laws, policies, regulations, and precedents applicable. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have three years of progressively higher-level graduate education leading to a Ph.D. Degree or Ph.D. equivalent doctoral degree. OR, Combination: Possess equivalent combination of successfully completed doctoral degree and specialized experience to meet total experience requirements. NOTE: If using education combined with specialized experience to qualify, a copy of your transcripts is required. Specialized Experience for GS-12: 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. Experience that equipped the applicant with the particular knowledge, skills, and abilities to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled. To be creditable, specialized experience must have been equivalent to at least the next lower grade level 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 VHA clinical metrics. Maintains effective measures of staff competency and performance improvement in accordance with the Health Care System's established performance improvement program. Ensures compliance with all applicable accrediting organizational standards. Develops procedures for assessing, evaluating, and monitoring programs or projects for compliance with Federal laws, regulations, and guidance. [Experience must be demonstrated in the resume to be creditable]). Qualitative and/or quantitative methods for development and managing administrative programs. Skills to assess and improve program effectiveness. Improve complex management process and systems and make recommendations. Knowledge of the range of administrative laws, policies, regulations, and precedents applicable. 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 the GS-12 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. This job opportunity announcement may be used to fill additional vacancies. The 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/.
