Summary This position is located in the Facilities and Management Service at San Francisco VA Medical Center in San Francisco, CA. The Administrative Officer serves as the Supervisory Administrative Officer (AO) and is responsible for providing Engineering Services a variety of complex administrative management services essential to the operation and direction of San Francisco VA Health Care System. Responsibilities THIS IS NOT A VIRTUAL POSITION, YOU MUST LIVE WITHIN OR BE WILLING TO RELOCATE WITHIN A COMMUTABLE DISTANCE OF THE DUTY LOCATION The major duties and responsibilities include but not limited to: Supervisory Duty (25%) Supervises personnel by setting performance standards, evaluating employees, assigning work, managing human resources, supporting recruitment, and overseeing timekeeping for 125 staff Advises managers on staffing, personnel processes, performance management, training, disciplinary actions, onboarding, and complex employee relations issues Serves as Training Coordinator, TMS Administrator, and ePerformance proxy, supporting training, evaluations, position descriptions, recruitment, and personnel documentation Coordinates staffing needs, resource allocation, workforce planning, and administrative support to ensure effective Engineering Service operations Provides administrative leadership, strategic planning, policy implementation, and operational direction supporting Engineering Services and healthcare system objectives Administrative Management (25%) Oversees resource planning, budgeting, forecasting, and strategic initiatives to maximize efficiency and support Engineering Service priorities Serves as principal administrative advisor, guiding program management, policy development, regulatory compliance, and organizational oversight activities Builds partnerships across hospital services, conducts operational analyses, improves processes, and enhances resource utilization Monitors work orders, productivity, customer service, and performance metrics to ensure timely completion and compliance with established guidelines Leads data-driven planning, performance improvement, financial risk management, and process optimization to improve organizational effectiveness Performance Improvement/Quality Management (10%) Supports patient safety, risk management, regulatory compliance, and quality improvement through performance monitoring, analysis, and corrective actions Conducts workload analysis, evaluates processes, develops improvement strategies, and promotes patient-centered care and operational excellence Budgeting/Financial Management (25%) Manages fund control points, budgeting, financial reporting, procurement coordination, and resource utilization for Engineering Services Develops, justifies, executes, and monitors budgets while managing funding reallocations and resolving financial discrepancies Prepares budget submissions, analyzes financial reports, and ensures expenditures are properly authorized and documented Advises Engineering leadership on budget requirements, financial strategies, and resource allocation decisions Serves as Budget Officer and cost controller, overseeing annual budgets and organizational financial management Procurement & Contracting Management (15%) Manages Engineering procurement and contracting activities, including acquisition planning, purchase requests, and contract administration Conducts market research, cost analysis, technical evaluations, bid reviews, and develops procurement justifications and statements of work Serves as Contracting Officer's Representative, approving official, and ensures compliance with Federal Acquisition Regulations and procurement procedures Work Schedule: Monday to Friday; 08:00 a.m. to 04:30 p.m. Recruitment & Relocation Incentives: Not authorized Critical Skills Incentive (CSI): Not Approved 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 is primarily sedentary, although some slight physical effort may be 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) - See "Required Documents" below for details. As a condition of employment for accepting this position, you will be required to serve a 1-year probationary 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, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest. Qualifications Minimum Requirement: The following are minimum requirements for appointment as an Administrative Officer in the Veterans Health Administration (VHA), which all applicants must meet. Specialized Experience (GS-11): You must have one (1) year of specialized experience that equipped you with the particular knowledge, skills, and abilities (KSA's) to perform successfully the duties of the position, and that is typically in or related to the position to be filled. To be creditable, specialized experience must have been equivalent to at least the next lower grade level (i.e., GS-09) in the normal line of progression for the occupation in the organization. Qualifying examples of specialized experience would typically include but are not limited to: managing administrative programs and operations, including personnel management, budgeting, procurement, contracting, and resource management; planning, organizing, and leading team projects, coordinating activities, and managing competing priorities; interpreting regulations, policies, and procedures to ensure compliance and effective administrative management; analyzing program requirements, developing solutions, and supporting leadership decision-making through data and operational assessments; and communicating and negotiating with managers and stakeholders to implement process improvements, policy changes, and resource decisions. (CLEAR DETAILS OF EXPERIENCE REQUIRED: Your resume must show complete information for each job entry, such as beginning and ending dates of employment, duties performed, and/or total hours worked per week.) OR, Education (GS-11): Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have Ph.D. or equivalent doctoral degree or 3 full years of progressively higher level graduate education leading to such a degree or LL.M., if related. Such education must demonstrate the knowledge, skills, and abilities necessary to do the work of this position (Administrative Officer). NOTE: One year of full-time graduate education is considered to be the number of credit hours that the school attended has determined to represent 1 year of full-time study. If that information cannot be obtained from the school, 18 semester hours should be considered as satisfying the 1 year of full-time study requirement. Part-time graduate education is creditable in accordance with its relationship to a year of full-time study at the school attended. (UNOFFICIAL TRANSCRIPT REQUIRED: If you do not submit your transcript, your application may not be reviewed.) OR, Combination (GS-11): 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. Only graduate education in excess of the amount required for the next lower grade level (i.e., 36 semester hours) may be used to qualify applicants for positions at grade and GS-11. (UNOFFICIAL TRANSCRIPT REQUIRED: If you do not submit your transcript, your application may not be reviewed.) 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 IMPORTANT: 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 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. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. 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. 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. The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation and be found well-qualified (have a final rating of 80 or more before any Veterans preference points) for this vacancy. 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/.
