Administrative Officer

Summary

If you have experience across a broad range of administrative management functions - including finance and budget, personnel management, procurement, information resource management, contracts, and space and facilities management - this could be the opportunity for you. Join a dynamic organization where your skills and experience will be valued and where you can play a meaningful role in advancing the NIH mission. Consider applying today!!

Duties

• At the GS-11 grade level, you will: Provide advice on internal policies and procedures affecting general administrative functions in the areas of human resources, time and attendance, human resources, facilities management, property management, space/logistics, safety and security. Identify the need for new processes, procedures, etc. and incorporate into annual plans. Plan, develop, formulate, prepare, execute, monitor, and/or forecast organizational budgets. Formulate organizational strategies, and communicate annual plans and updates to team members as appropriate. Advise on applicable laws and regulations, policies and procedures. Analyze desired program plans and procedures against alternatives to develop possible approaches to achieving program objectives. Identify problems requiring changes in current practices. Present oral and written information clearly and concisely to senior leadership. At the GS-12 grade level, you will: Advise program managers regarding budgetary concerns such as projected shortfalls or unanticipated financial needs. Provide advice regarding significant deviations from original plan. Perform the full-range of general administration and advisory services and/or functions, performing all that apply: outside activities, time and attendance, relocation requests, human resources services, facilities management, property management, space/logistics, safety/security, and travel. Conduct negotiations with vendors to obtain goods and services. Provide information on Congressional and other outside inquires and reports; and recommend positive course of action. Create and execute strategic and/or operating plans for new fiscal years, which includes the gathering of key information essential to the planning process such as internal information, benchmarking information, and stakeholder input. Interpret policies and procedures in the management of space and facilitates. Manage and monitor the budget, design, construction and modification of existing and/or new space. Responsible for tracking overhead costs associated with assigned space. At the GS-13 grade level, you will: Serve as principal advisor on all administrative management matters associated with programs and operations. Develop and advise on administrative requirements for a complex organization and actively participate in developing and implementing administrative management policies. Define goals to be met on major program issues, recommend a course of action, and implement the alternative policies chosen for various administrative areas of the organization, such as budget and fiscal management, supply, service and equipment procurement, personnel and workforce utilization, contract negotiation, construction and renovation, or space utilization. Plan, develop, formulate, prepare, execute, monitor, and/or forecast organizational budgets. Advise program managers regarding budgetary concerns such as projected shortfalls or unanticipated financial needs. Provide advice regarding significant deviations from original plan. Analyze financial and budget control statements to advise management on the status of funds. Assist in the review of analyzing budgets for each object class, appropriate allotments, and use of allocated funds in conformance with regulations. Provides administrative support for organizational procurement and contracting by providing, securing and/or negotiating for the resources or services needed to manage and run an organization. Coordinate human resources actions and advise staff on human resources regulations, procedures and policies relative to Federal employees and contract personnel; and provides advice and oversight for applicable Human Resources services and/or functions. Serve as the point of contact for problems and inquiries related to the space that employees occupy.

Qualifications

In order to qualify for an Administrative Officer, GS-0341 position at the GS-11 level, you must have: A. completed a Ph.D. or equivalent doctoral degree, or 3 full years of progressively higher level graduate education leading to such a degree or an LL.M., if related; OR B. 1 year of specialized experience equivalent to at least the GS-09 level in the Federal service obtained in either the private or public sector, performing the following types of tasks: 1) Participating in the preparation and execution of organizational budgets; 2) Reconciling monthly expenditures against allocated funding; 3) Drafting specifications and statements of work for service contracts and equipment leases, including conducting negotiations with vendors; 4) Assisting in performing general administration and advisory services and/or functions, such as time and attendance, human resources services, facilities management, property management, and space/logistics, safety/security; OR C. a combination of post baccalaureate education and experience that meets 100% of the qualification requirements for this position. In order to qualify for an Administrative Officer, GS-0341 position at the GS-12 level, you must have: 1 year of specialized experience equivalent to at least the GS-11 level in the Federal service obtained in either the private or public sector, performing the following types of tasks: 1) Preparing, executing and monitoring organizational budgets; 2) Analyzing and evaluating financial information to assess overall financial performance of an organization and making recommendations to improve performance; 3) Developing acquisition plans and cost estimates; monitoring contract performance and compliance with terms and conditions of purchase orders; 4) Verifying accurate distribution of accountable property and resolving property management discrepancies; 5) Providing advice on staffing and recruitment issues. In order to qualify for an Administrative Officer, GS-0341 position at the GS-13 level, you must have: 1 year of specialized experience equivalent to at least the GS-12 level in the Federal service obtained in either the private or public sector, performing the following types of tasks: 1) Planning, developing, executing and monitoring budgets with many different sources and types of funding; 2) Performing contract administration duties including planning and managing contract and equipment leases; 3) Serving as approving official for requisitions of equipment, supplies, and other materials and services; 4) Providing advice in a variety of human resource areas such as staffing and recruitment, employee development and training, and conflict resolution; 5) Developing standards/policies/procedures involving administrative functions in an organization. You will receive credit for all experience material to the position, including experience gained in religious, civic, welfare, service, and organizational activities, regardless of whether you received pay. Do not copy and paste the duties or specialized experience from this announcement into your resume as that will not be considered a demonstration of your qualifications for this position. We may verify or assess your qualifications at any time. Inflated or unsupported qualifications may affect your rating. Any misrepresentation or material omission of facts may be sufficient cause to end further consideration of your candidacy. Persons listed as knowing your past accomplishments or experience in your application may be contacted for verification purposes at any time. Verification may, but need not, begin before receiving an offer. Preview application questionnaire before you apply: https://apply.usastaffing.gov/ViewQuestionnaire/13041722

Education

If you qualify based on education in lieu of specialized experience, you are strongly encouraged to submit a copy of your transcripts or a list of your courses including titles, credit hours completed and grades. Unofficial transcripts will be accepted in the application packages. Official transcripts will be required from all selectees prior to receiving an official offer. Click here for information on Foreign Education.

How to apply

This announcement accepts applications during the open period of 9/14/2026 through 9/18/2026 unless the applicant cut-off (200 applications) is reached. This announcement will close at 11:59 PM Eastern Time (ET) on 9/18/2026, or on the day the 200th application is received, whichever comes first. A complete application package must be submitted by 11:59 PM ET on the closing day of the announcement to receive consideration. Early submission of your application is highly encouraged. Please read the entire announcement and all the instructions before you begin an application. To apply and be considered for this position, you must complete and submit all required questionnaires, assessments, and required documentation as specified in the How to Apply and Required Documents sections. The complete application package must be submitted by 11:59 PM (ET) on the closing date of the announcement to receive consideration. The application process is as follows: Click Apply Online button. Follow the prompts to select your resume and/or other supporting documents to be included with your application package. See the "Required Documents" section for any additional forms and/or supplemental materials required. Read all Eligibility questions and respond accordingly to any Eligibility you wish to claim. You will only be considered for those Eligibility questions (Veteran, Schedule A, etc.) you respond in the affirmative to, regardless of what documentation you submit. We cannot assume you intended to respond differently to a question based on other information in your application package. Complete the application questionnaire. Applicants are asked all questions regardless of their consideration preferences. We will only consider you for the grades, series, locations, specialties, and other considerations that you self-identify as being qualified for or interested in. Preview application questionnaire before you apply: https://apply.usastaffing.gov/ViewQuestionnaire/13041722 After submitting an online application, you will be notified whether or not you are required to take additional online assessments through the USA Hire Competency Based Assessment system. This message will be delivered to you via email notification. The email may be routed to your "Spam" or "Junk" folder. 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 about 2 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. 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. Verify all required documentation is included in your application package, review your responses to the application questionnaire for accuracy, and then submit your application. Visit the USA Hire Applicant Resource Center for practice assessments and assessment preparation resources at https://support-usahire.opm.gov/hc/en-us. In addition to the required documents, we encourage you to submit a cover letter, copy of your transcripts, and any applicable certifications or licenses. Even though this information is not required at the time of application, we may request this information later. We cannot assume responsibility or grant extensions for personal issues (e.g., troubles navigating the application process, loss of internet, not understanding a question) when applying to our announcements. For technical difficulties, contact HR Systems Support between 8:00 AM and 4:30 PM ET Monday through Friday at [email protected]. For reasonable accommodations not related to USA Hire, please contact NIH HR Service Desk Branch E at [email protected] . Requests for reasonable accommodations must be made before the announcement closing date. Visit our site for information on NIH's EEO program, Reasonable accommodation procedures, laws, policy statements, and the operation of the EEO complaint process.