Administrative Officer

Summary

The incumbent is aligned under the Office of the Chief, Medical Administration Service (MAS) and provides high-level administrative support to MAS towards the efficient functioning of all programs and services under the purview of the Service. Due to the magnitude of the programs and services involved and with an authorized FTEE of 200, the incumbent assists the Chief and Assistant Chief of MAS by collecting, analyzing, and displaying information/data in a format ready for decision making.

Duties

The duties of the Administrative Assistant include, but are not limited to: Program Management: Recommends to the Chief and Assistant Chief of MAS, administrative methods, and procedures for inclusion in Service and medical center policy. Consults with management at all levels when reviewing or analyzing operations interrelated with other services. Assists, coordinates, creates and/or advises in the development of new programs and policies. This includes responsibility for identifying problems with existing programs or policies, suggesting new programs or policies, and implementing those suggestions as assigned. Works with the Chief and Assistant Chief of MAS and other facility personnel at all levels to ensure quality management and compliance issues pertaining to MAS are documented and appropriate follow-up action is taken regarding any problems, deficiencies or recommendations made as a result of the Service's quality management activities. Human Resources. Serves as a Human Resources advisor for the Service, advising and making recommendations on matters of personnel utilization. Ensures HR Smart and other HR systems accurately reflect current Service FTEE, etc. Reviews the organization chart and all position descriptions for the Service and makes recommendations for changes in order to improve effectiveness and efficiency. Maintains a tracking mechanism and ensures all position descriptions are current. The incumbent is responsible for resource surveillance, evaluation, and planning to ensure efficient utilization of manpower, equipment and space based on constantly changing program demands and makes recommendations to MAS leadership for decision-making. Serves as backup timekeeper for the service. Training Coordination and Supply Management. Serves as Training Coordinator for the Service. Formulates and directs training orientation and training of employees to ensure adequately trained staff to provide 24-hour administrative coverage. Serves as Logistics advisor for the Service, advising and making recommendations on matters concerning procurement of equipment, supplies and services as well as inventory control for the Service. Ensures all MAS delegations of authority are current. Uses delegation of authority to receive supplies, services, and equipment; conduct equipment inventories; and approve expenditure of funds as appropriate. Contracting/Budgeting. Serves as a Contracting Officer Representative for one or more contracts and is intimately involved in the management of the Service budget. Monitors use of funds via FMS and VistA. Keeps the Chief and Assistant Chief of MAS advised of any budget shortfalls or budget excesses. Works closely with Fiscal Management Service regarding budget spending rates, fund requests and proactively prepares the annual budget(s) for MAS leadership approval. 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, 7:30 am - 4:00 pm. Subject to change based on the needs of the Agency. Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD842450 and PD842460 Relocation/Recruitment Incentives: Not Authorized. Critical Skills Incentive (CSI): Not Approved. Permanent Change of Station (PCS): Not Authorized. 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 does not require unusual physical demands. Incumbent may occasionally carry light objects such as books, files, and papers; some walking, standing and bending may be required. 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, 10/28/2026. 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-11 position you must have served 52 weeks at the GS-09. For a GS-09 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: Specialized Experience, GS-09: 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: Skill in applying appropriate program evaluation and measurement techniques in determining the extent of compliance with policy, procedures and guidelines issued by the agency, or in measuring and evaluation program accomplishments. Experience with management principles, practices, methods and techniques, and skills in integrating management plans into the general management. Experience with management analysis, resources management, and program analysis methods. Analyze problems, formulate solutions and present both written and oral recommendation, taking into full consideration the wide range of factors and requirements which affect the management of the health care delivery system. Skill in leading teams of high-level employees to address complex issues and devise insightful recommendations that will result in quality improvements. 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 Master's or equivalent degree, or 2 years of progressively higher level 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. (Examples of related fields include, but are not limited to Hospital administration, public health administration, or related fields such as business or public administration with course work in health care administration.) Note: Transcripts are required. 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 the first graduate year or 18 semester hours) and specialized experience to meet the total experience requirements. The education portion must include graduate courses that demonstrates the knowledge, skills, and abilities necessary to do the work of the position. (Examples of related fields include, but are not limited to Hospital administration, public health administration, or related fields such as business or public administration with course work in health care administration.) Note: Transcripts are required. Specialized Experience, GS-11: 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: Skilled in qualitative and/or quantitative methods for development and management of a major administrative program for the assessment and improvement of program effectiveness or the improvement of complex, administrative laws, policies, regulations and precedents. Planning, organizing and directing team study work to negotiate effectively with management to accept and implement recommendations. Experience with Fiscal and Human Resources administration policies and procedures. Skilled in researching pertinent laws, regulations, policies, and precedents which impact on the programs administered with the organization to enable recognition of problems both potential and existing, evaluate to determine cause and formulate solutions. Preparing and articulating findings and recommendations in written reports and presenting oral briefings to assist in keeping supervisors cognizant of program status within their organization. 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 doctoral degree, or 3 full years of progressively higher-level graduate education leading to such a degree, or an LL.M. in a field related to this position that demonstrates the knowledge, skills, and abilities necessary to do the work of this position. (Examples of related fields may include but not limited Healthcare Administration) Note: Transcripts are required. 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 the first two graduate years or 36 semester hours) and specialized experience to meet the total experience requirements. The education portion must include graduate courses that demonstrates the knowledge, skills, and abilities necessary to do the work of the position. (Examples of related fields may include but not limited Healthcare Administration) Note: Transcripts are required. 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/. How You Will Be Evaluated

This vacancy is open to current permanent Veterans Health Administration Employees and CTAP eligibles. Your qualifications will be evaluated based on your application materials (e.g., resume, supporting documents), your responses on the application questionnaire, and your responses to all assessments required for this position. You will be assessed on the following Competencies for this position: Attention to Detail Decision Making Flexibility Integrity/Honesty Interpersonal Skills Learning Reading Comprehension Reasoning Self-Management Teamwork Your experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week. 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. IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Overstating your qualifications and/or experience in your application materials or application questionnaire may result in your removal from consideration. Cheating on the online assessment may also result in your removal from consideration. Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience. During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions. Other 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. 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. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. 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. The 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 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/.