Summary The incumbent serves as the Administrative Officer for Ambulatory Care, working under the direct supervision of the Associate Chief of Staff /Ambulatory Care Service. The position is responsible for providing budget, personnel, quality management, education, logistics, credentialing and privileging, medical administration, performance improvement, and contract oversight support to the sections within the service. Responsibilities Duties of the position include, but are not limited to, the following: The incumbent manages and orchestrates the daily administrative functions for the ACOS/Ambulatory Care. The position is responsible for coordinating scheduled and ad hoc meetings; ensuring time and attendance is completed by the designated timekeepers in accordance with VA policies and guidelines; managing executive correspondence, to include responding to Congressional inquiries; submitting and supervise tracking work orders (facility and information systems); and addressing patient complaints and concerns. The Administrative Officer plans, assigns, and monitors the work of employees in the administrative section of Ambulatory Care and oversee all data reporting within and for Ambulatory Care. The Administrative Officer oversees COVID efforts and operations regarding Ambulatory Care; and participates in committee meetings addressing and implementing change for the service. Priority initiatives include expansion of video encounters and creation of innovative strategies to meet the prevention needs of Veterans during the COVID Pandemic and beyond. Supervise and develops work priorities and objectives in order to improve workflow and maximize productivity. Incumbent conducts initial and ongoing training for the employees for whom the individual supervises. She/he works with the ACOS/Ambulatory Care to develop long and short-term goals for the service, to include the formulation of the service's strategic plan including special projects, programs, and initiatives. Maintains, analyzes, and reports Primary Care performance data. The Administrative Officer coordinates with staff throughout the Medical Center (including the Community based outpatient clinics (CBOCs) to track the performance measures assigned to Ambulatory Care. Incumbent generates the monthly performance measure reports and the data to support the annual provider ongoing-practice evaluations. Incumbent works with the Quality Management staff in support of Ambulatory Care improvement initiatives and monitors. Produces and utilizes detailed statistical data in order to develop business initiatives, productivity studies root cause analysis, constructs presentations and reports by assembling and analyzing data from multiple sources. Constructs position descriptions, performance plans, qualifications standards, job analysis, disciplinary and adverse actions, sick leave restriction letters, and other actions as required. Coordinates and monitors all Ambulatory Care recruitment actions through the Human Resource Management Service. She/he administers the service's awards program. Incumbent supervises the collation that ensures that the staff directories and alert rosters for the sections within Ambulatory Care remain current and are updated on a timely basis by the responsible individuals. Incumbent serves as the Contracting Officer's Representative (COR) for all Ambulatory Care contracts that are managed at the service level. Develops and submits purchase requests, to include statements of work, to Contracting. She/he monitors ongoing contractor performance. Reconciles and validates receiving reports and forwards payment authorization documents to the appropriate Fiscal Service office. Reports performance issues to the assigned contracting officer. She/he functions within the guidelines, regulations, and statutes of the Federal Acquisition Regulation. Monitors and oversees training compliance for all of the Ambulatory Care staff and serves as the TMS Administrator. Incumbent generates monthly and as-needed training completion reports. Incumbent serves as the budget manager for the Ambulatory Care sections at Lyons and East Orange. She/he assists the section chiefs in formulating their annual operating budget. Produces a consolidated budget plan for the sections and submits the document to Fiscal Services within the defined timelines. Incumbent is responsible for overseeing the clinic scheduling program at East Orange and Lyons, as per VHA Scheduling Directive. In coordination with the Office of the Director, manages executive correspondence within the administrative section of Ambulatory Care. Tracks all Congressional Inquiries and notifies the responsible section chief and the ACOS/Ambulatory Care of all overdue responses. Manage, supervise and orchestrates the daily administrative functions Performs other duties as assigned. 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, 8:00am - 4:30pm Telework: This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Position Description/PD#: Administrative Officer/PD21L71O 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. 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, 07/30/2026. 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-9 position you must have served 52 weeks at the GS-7. For a GS-11 position you must have served 52 weeks at the GS-9. 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. To qualify for the position at the GS-9 level, you must meet one of the following: 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 qualitative and quantitative techniques for analyzing and measuring the effectiveness, efficiency, and productivity of administrative and technical programs. Thorough knowledge of principles of cost benefit analyses in order to analyze the effect of new clinical programs or organization changes of the Medical Center's cost and the quality of patient care, Complete knowledge of budgeting concepts and procedures, knowledge of methodologies for determining unit costs, and understanding of procedures for forecasting workload. OR, Education: Have successfully completed a master's or equivalent graduate degree, or two (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. NOTE: Transcripts must be submitted with application. Education cannot be credited without documentation. OR, Combination: Have equivalent combinations of successfully completed graduate level education (in excess of the first year or 18 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. To qualify for the position at the GS-11 level, you must meet one of the following: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-9 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Qualifying specialized experience is described as planning, assigning, and monitoring the work of employees; supervising and developing work priorities and objectives to improve workflow and maximize productivity; conducting initial and ongoing training for employees: tracking performance measures; serving as the Contracting Officer Representative; overseeing the clinic scheduling program; conducting quarterly auditing monitors for first level administrative support staff supervisors; managing the Equipment Inventory Listing and tracking work order and addressing patient complaints and concerns. 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 graduate degree, or 3 full years of progressively higher level graduate education leading to such a degree, or an LL.M. in a related field that demonstrates the knowledge, skills, and abilities necessary to do the work of this position. NOTE: Transcripts must be submitted with application. Education cannot be credited without documentation. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond masters level. Note: A full year of work is considered to be 35-40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities. 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. Physical Requirements: The work is primarily sedentary and is usually accomplished while the employee is comfortably seated at a desk or a table. Some physical demands such as standing, walking, bending and lifting (up to 40 pounds) is required. Physical exertions including stretching, reaching and pulling or pushing carts occurs when assisting with inventories or activities retrieving items from shelves or cabinets. 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 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 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/.
