Administrative Officer

Summary This position functions as the Business Manager in the Medical Service at the Martinsburg VAMC. They are directly accountable to the Medical Service Chief and has responsibility for the day-to-day administrative operations and budgetary activities related to the assigned Service. In this capacity, the incumbent has administrative responsibility for space, contracts, equipment, recruitment, data management and validation, and budget formulation for the assigned area. Responsibilities Duties may include but are not limited to: Ensures that the programmatic, systematic, and financial objectives of the Surgical Service are met. Coordinates the administrative functions of the Medicine Service and gives administrative and managerial support to all professional programs under the supervision of the Chief of Medicine in execution of assigned tasks. Assists clinical services, related projects, and communicates at multiple levels on behalf of the Chief of Medicine and clinical and administrative programs. Independently works with the services reporting to the Chief of Medicine on their administrative and operational issues, providing guidance based on VA directives and regulations, VAMC policies, and good management principles. Provides full staff assistance on administrative matters affecting patient care, education, and organizational policy. Closely reviews all actions and requests received by the clinical and administrative services or from external entities (ie. VA Central Office, VISN, Congressional Offices, etc.) Generates innovative ideas and solutions to resolve provision of specialty services such as developing community partnerships, development of service agreements and MOUs to obtain services remotely from other VHA sites via telehealth, e-Consult and VVC modalities. Reviews utilization of overtime/compensatory time/holiday pay of the professional services. Makes recommendations for approval/denial. Provides information used to coordinate utilization of space within space assigned to the organization's activities. Reviews equipment requests, makes recommendation on priority of requests, and ensures that the requests are submitted with appropriate justification. Identifies and recommendations ways of combining, eliminating, simplifying , and improving procedures and processes. Collects and analyzes data as defined by leadership and distributes at least quarterly to Service leadership. Compiles final reports of evaluation efforts. Establishes administrative controls aimed at ensuring remedial actions are completed as proposed. Provides technical and administrative supervision of a small subordinate staff, including an Administrative Support Assistant, and Program Analyst Performs analysis of all areas of management, including planning, organizing, implementing, coordination, controlling, evaluating, educating, and improving medical, administrative and support operations of the healthcare system geared to the successful accomplishment of the VA mission. Exercises human resources liaison responsibility by initiating recruitment activities, interviewing, and selecting employees, complying with EEO objectives, planning and assigning work, and maintaining accurate and current position descriptions. Other duties as assigned. 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. Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD230250 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized PCS Appraised Value Offer (AVO): Not Authorized 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. 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, 10/22/2026. 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 as described below: 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: Administrative and managerial support in clinical and administrative programs; Knowledge of medical sharing contracts; Memorandums of agreement; Fee-Basis agreements; Working independently on administrative and operational issues; Assessing priorities to meet organizational needs; Planning training and development of staff; Assigning work to staff; HR Information systems; Communicates, interprets, and advises on federal and agency personnel policies, regulations, and procedures; etc. 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 There is no educational substitution at this grade level. Additional Information "Whole Health is an approach to health care that empowers and equips people to take charge of their health and well-being and live their life to the fullest. The VA is committed to Whole Health and values Veteran and Employee health and wellbeing. As a VA employee, you will practice Whole Health in an environment that supports personalized and proactive care." 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 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/.