Administrative Officer

Summary

The incumbent serves as the Supervisory Adminstrative Officer for Primary Care, providing oversight, mangerial support, and operational coordination across all programs and sections under Associate Chief of Staff. The position rquires thorough knowledge of health care mangement principles, VA administrative regulations, Human Resouces processes, fiscal management, and contracting requirements. The incumbent coordinates the full spectrum of administrative and managerial support to service.

Duties

• As the Supervisory Administrative Officer for the Chief of Staff the duties include but are not limited to: Initiates action to correct performance or conduct problems. Effects minor disciplinary measures such as warnings and reprimands and recommends action in more serious disciplinary matters. Prepares documentation to support actions taken. Identifies employee developmental needs and provides or arranges for training (formal and on-the-job) to maintain and improve job performance. Encourages self-development. Demonstrates sensitivity to ideas of subordinates. Promotes an environment in which employees are empowered to participate in and contribute to effective mission accomplishment. Provides administrative supervisory advice to all section chiefs of the Primary Care service (Section Chief, Primary Care- West Division; Section Chief, Primary Care- East Division), as well as affiliated partners in Patient Care Services (PCS) and Health Administration Services (HAS). Works closely with Human Resources Management Service (HRMS) for classification, filling vacant positions, employee grievances and employee relations. In addition, incumbent will work closely with the credentialing and privileging office to coordinate boarding of physicians, nurse practitioners, and physician assistants. Coordinates personnel actions for all employees in the service, maintains personnel-related records, establishes performance standards/competencies, recommends performance ratings, writes position descriptions, provides human resource advisory services to other managers/supervisors, and handles matters involving recruitment, promotion, awards, position classification, training, counseling, disciplinary actions, grievances, dispute resolution etc. Prepares resource requests, recruitment ads, and manages all aspects of employee recruitment and selection of candidates for nonprofessional positions for all sections within the Primary Care service. Serves as Project Team Member for the negotiation and purchase of capital equipment. Secures proper justification when submitting supply requisitions. Procures and receives supplies and services. Develops a comprehensive service level equipment purchasing program to replace equipment in a scheduled manner, ensuring the delivery of quality care. Prepares and/or reviews supply and non-expendable property purchase orders including orders for computer equipment, software, and other specialized equipment. Assists service staff in assessing computer equipment and software requirements for multiple patient electronic medical record systems. Prepares and processes acquisition requests. Plans and executes office moves. Formulates and submits a budget plan each fiscal year, providing advice and assistance to the ACOS as to funds available and how to maximize actual dollar allocations. Is responsible for allocating funds to the correct control fund points and communicating this information to the Budget Analyst assigned to the Service. This involves an annual service budget plan incorporating budget requests from the many varied program areas with funding sources locally and nationally. Coordinates, with Logistics service, high cost, and high technical equipment acquisitions including associated architectural design and facility design plans with engineering and information technology services. Sets meetings with vendors and schedules in-service on any new equipment, supplies, or medical devices for all employees in the service. Provides counsel to the Healthcare System Director (DIR) and Chief of Staff (COS) on proposed solutions that would enhance quality patient care and resource utilization in Primary Care. Assists in special analytical studies designed to resolve critical programmatic, organizational or functional problems throughout the Medical Center, and in the resolution of interdepartmental problems, complaints and grievances, by applying important communication, motivational, and leadership skills with respect to advising, instructing and consulting with problem elements. Demonstrates sensitivity to ideas of subordinates. Promotes an environment in which employees are empowered to participate in and contribute to effective mission accomplishment. Work Schedule: Monday thru Friday 0800-1630 Telework: This position may be authorized for ADHOC telework. Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD436-118340 and PD436-14867 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved 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 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 s described below: GS-11 Specialized Experience: 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. Examples of specialized experience would typically include, but are not limited to: Analyzing and making recommendations to improve the effectiveness of a program, process, or service and timeliness of work operations Knowledge of organizational mission, functions, goals, and objectives to include organizational structure and individual program responsibilities Maintaining current information regarding the chain of command within an organization, e.g. employees being detailed or acting in the absence of managers and executive staff Knowledge of administrative concepts. OR, Education: 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.. 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 graduate education in a related field in excess of 36 semester hours may be counted towards qualification at the GS-11 level. NOTE: A copy your graduate transcript must be submitted with your application. GS-12 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: Experience in a development assignment performing the duties of an Administrative Officer analyzing and making recommendations to improve the effectiveness of a program, process, or service and timeliness of work operations, Maintaining current information regarding the chain of command within an organization, e.g. employees being detailed or acting in the absence of managers and executive staff, Establishing specific goals, objectives, and projects, organizing work to achieve approved goals, Adhering to designating policies and procedures, Handling new, unusual, and ongoing changes within an organization, Coordinating activities with other departments and/or programs, maintaining effective interpersonal relationships. 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. 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/13050913. 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