Administrative Officer

Summary

The Administrative Officer assists the Chief, Radiation Oncology Service (ROS) in the overall administrative decision-making, policy development, and resource management of the radiation oncology service.

Duties

• Administrative Management Responsible for providing administrative oversight for planning, organizing, coordinating, implementing controlling, and evaluation of the overall administrative operations of Radiation Oncology Service. Recommends new programs and enhancements of existing programs, including writing necessary proposals for funding, personnel, equipment/furniture and physical facilities. Participates in the development of Radiation Oncology Service strategic long-range planning, analyzes plans to determine the impact on administrative processes, and feasibility of making modifications to accomplish mission requirements. Assists the Chief, ROS in planning, developing and executing a system for providing required reports to facility management, the VISN, JCAHO, ACR (American College of Radiology - accrediting body for Radiation Oncology) and other outside organizations. This includes recognition of recurring reporting needs, verification and validation of the information reported, and timely response to special reporting requirements which present themselves. Serves as Credentialing and Privileging Coordinator for the radiation oncology program. The goal setting and program planning duties of this position are critical to the functioning of the service and contribute significantly to the accreditation process. Plans, requests, and documents need for personnel resources. This includes determining resource needs, verifying data supporting the needs, searching for acceptable alternatives and ensuring. Fiscal Management & Procurement Contracting Develop and monitor the service's annual operating budget, projecting staffing costs, equipment needs, supply expenditures, and any anticipated capital investments (e.g., a new linear accelerator is an enormous capital planning event). Records and organizes documents relating to expenditures to provide accurate and timely data and immediate visibility concerning availability of funds. Coordinates the control points assigned to Radiation Oncology Service. Provides training in fiscal management to responsible officials as required for optimal utilization of funds and maintenance of records. The advent of third-party reimbursement, increased CPT codes, and the potential for medical center gains will be impacted by this position. Incumbents' knowledge and ability to communicate, provide valid information and data will impact locally and nationally. Performance Improvement and Organizational Analysis Serves as the performance improvement coordinator for Radiation Oncology Service. Responsible for coordinating the service-level performance improvement management system; collect, analyze and report data and information on a variety of service and facility level improvement initiatives; track, analyze and report on data to the Chief, ROS for day-to-day operations and long-term planning. Performs studies, analysis, and surveys in all areas of the Radiation Oncology operations as may be required to achieve greater operating efficiency, greater effectiveness of patient care and greater economy of operations. This will be on incumbents own initiative and/or as required by the Chief, ROS. Serves as QM manager for Radiation Oncology Service, collects and analyzes data for program development utilization review, and assistance with management strategies. Conducts analysis of space requirements, prepares requests and justification of Radiation Oncology clinic space for review by the facility space management committee. 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: Ad-hoc Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD516-113240 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 09/09/2026. 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-07. 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: GS-9 Requirements: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-07 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Provide administrative oversight for planning, organizing, coordinating, implementing controlling, and evaluation of the overall administrative operations of Radiation Oncology Service; Participate in the development of Radiation Oncology Service strategic long-range planning, analyzes plans to determine the impact on administrative processes, and feasibility of making modifications to accomplish mission requirements; Perform comprehensive in-depth analysis of data to determine changes in workload, volume, patterns, trends and staffing and prepares for presentation (narrative, statistical and graphic reports) with recommendations for cost effective changes to appropriate management sources; Assure the annual performance appraisals for all Radiation Oncology employees, including physician professional evaluations (OPPE/FPPE), are completed in accordance with current regulations and established timeframes; Prepare the Radiation Oncology service budget projections based on studies of past expenditures, knowledge of Radiation Oncology care requirements, changes in which have occurred in workload, and future goals of service which involves working closely with the program heads in assessments, forecasting, and determination of their specific needs; Provide direct supervision of the office administrative personnel with full responsibility for the performance appraisals of the clerical employees, and assists the Chief, ROS in administrative supervision of physicians and radiation therapists; Manages contracting and procurement for large, complex procurements. This may include preparing procurement requests, evaluating proposals for work, and/or maintaining procurement and contracting records. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a master's or equivalent graduate degree or 2 full years of progressively higher level graduate education leading to such a degree or LL.B. or J.D., if related, if related. NOTE: Transcripts (unofficial or official) must be submitted with your application materials. Education cannot be credited without documentation. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an appropriate combination of specialized experience and graduate-level education.. 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/.

Requirements

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.

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/.

How to apply

Please read the entire announcement and all the instructions before you begin an application. To apply for this position, you must complete the initial online application, to include the initial online questionnaire and submission of the required documentation specified in the How to Apply and Required Documents section. The complete application package must be submitted by 11:59 PM (ET) on the closing date of the announcement to receive consideration. To preview the application questionnaire, click https://apply.usastaffing.gov/ViewQuestionnaire/13021665. The application process is as follows: To begin, click Apply Online to create a USA JOBS account or log in to your existing account. Follow the prompts to select your USA JOBS resume and/or other supporting documents. Answer the questions presented in the application and attach all necessary supporting documentation. Click the Submit Application button prior to 11:59 PM (ET) on the announcement closing date, 09/09/2026. If you are required to complete any USA Hire Assessments, you will be notified after submitting your application. The notification will be provided in your application submission screen and via email. The notification will include your unique assessment access link to the USA Hire system and the completion deadline. Additionally, in USAJOBS you can click "Track this application" to return to your assessment completion notice. Access USA Hire using your unique assessment link. Access is granted through your USAJOBS login credentials. Review all instructions prior to beginning your assessments. You will have the opportunity to request a testing accommodation before beginning the assessments should you have a disability covered under the Rehabilitation Act of 1973 as amended. Set aside at least 3 hours to take the USA Hire Assessments; however, most applicants complete the assessments in less time. If you need to stop the assessments and continue later, you can re-use your unique assessment link. NOTE: Your responses to the USA Hire Assessments will be reused for one year (in most cases) from the date you complete an assessment. If future applications you submit require completion of the same assessments, your responses will be automatically reused. Visit the USA Hire Applicant Resource Center for practice assessments and assessment preparation resources at https://support-usahire.opm.gov/hc/en-us. To update your application, including supporting documentation: During the announcement open period, return to your USAJOBS account, find your application record, and click Edit my application. This option will no longer be available once the announcement has closed. To view the announcement status or your application status: https://help.usajobs.gov/how-to. Your application status page is where you can view your application status, USA Hire assessment completion status, and review your notifications sent by the hiring agency regarding your application. Beginning September 27, 2025, Federal agencies will only accept resumes up to two pages in length to comply with the Merit Hiring Plan. Resumes longer than two pages will result in ineligibility for further consideration for the position. USAJOBS will not allow you to upload or build resumes longer than two pages, and you will need to update the resumes in your profile before applying for a job. Resumes should include information relevant to the knowledge, skills, abilities, and competencies of the position to which you are applying. VA is unable to make assumptions about qualifications if not clearly listed. Resumes must be legible so they can be reviewed for eligibility, minimum qualifications and other position requirements listed in the job announcement. Your resume must be 5MB or less. We recommend saving and uploading your resume as a PDF to maintain formatting and number of pages. We also accept GIF, JPG, JPEG, PNG, RTF, TXT, PDF, ODT or Word (DOC or DOCX). We do not accept PDF portfolio files. We recommend using a sans-serif font size like Lato, if available. Other widely available options are Calibri, Helvetica, Arial, Verdana, Open San Source Sans Pro, Roboto or Noro Sans. Make your page margins 0.5 inches. Consider using 14-point size font for titles and 10-point for the main text in your resume. The resume builder can help you create a resume using these recommendations and uses the information in your USAJOBS profile to help you get started. Helpful Hints for Creating a Two-Page Resume: Prioritize most relevant and recent experience Use concise, results focused language Align language from the job announcement Focus on demonstrating skills and competencies Remove outdated or unrelated experience Use the USAJOBS resume builder Additional guidance on this new requirement and resume building tools can be found at https://help.usajobs.gov/faq/application/documents/resume/page-limit