Administrative Officer

Summary

This position is in the Imaging Service at the VA Portland Health Care System. The incumbent serves as the Administrative Officer of Imaging Service and manages collaboratively with Chief, Imaging Service, and the Imaging Manager / Chief Technologist. Together, they plan, implement, and evaluate all aspects of the Imaging Service. Incumbent reports directly to Office of Imaging Manager / Chief Technologist.

Duties

The incumbent is responsible for administrative functions of Imaging Service and is the first line supervisor of all administrative/support staff within the Service. This includes secretarial, and budget management, and data analysis. Administrative operations include personnel management, contracting, outsourcing, budget analysis and preparation, and quality management. The Administrative Officer may represent the Imaging Service on matters related to operations at the Medical Center and VISN. Duties: - Assists with the personnel management for a busy Imaging Service with 80 employees, performing or overseeing the full range of human resources requirements. - Oversees the Imaging Service Timekeeping/Payroll, ensures personnel timecard accounting is completed timely and accurately. - Assists with the overall administrative management for the Imaging Service. - Assists with the administrative management of matters associated with Imaging programs and operations, including collaborative efforts with other clinical and nonclinical services. - Assesses and develops strategic initiatives that respond to departmental and facility goals and enhance the department's financial effectiveness. - Prepares analyses and high-level briefs to senior management including annual management brief and executive reviews. - Develops status reports or response materials for higher level attention, review, or signature, including reports on budget, workload and throughput, forecasting, supply, and demand. - Coordinates regular and ad hoc meetings with various entities including inner department and interdepartmental meetings, and vendors. - Ensures that the service adheres to reporting requirements at all levels including local, VISN and national mandates and initiatives relating to Radiology. - Researches and/or analyzes program issues and requirements. Based on changing operational and program requirements, identifies relevant issues, and provides expert analysis and advice on complex program issues. - Supports administrative requirements for Imaging Research proposals and collaborations. - Provides direct supervision to employees performing a variety of duties supporting Imaging Service, staff and patients. First line supervisor for 3 employees. - Plans work to be accomplished, sets short and long term goals and assigns work based on priorities, instructs employees on work and administrative matters. Directs development of all personnel documentation and of personnel actions. - Knowledge of budgeting and financial management for Imaging Service. This includes budget formulation, justification, and execution; financial management, and financial reporting for a $18 million personnel budget. - Provides advice to senior management on budgetary and finance issues. As top advisor to senior management, provides budget management for major programs. - Exercises responsibility for budget formulation, presentation, and execution, including monthly variance reports. - Maintains awareness of and information about the overall status of financial resources for the service in order to react to changing situations with timely recommendations. Skilled in defending the budget before senior level management. - Interacts and negotiates on adjustments or reprogramming in support of major program changes or requirements. Independently reviews proposals and strategic planning activities for financial impact. - Oversees fund control point budget and activity including fund control points with a budget in excess of $15.7 million, including outsourcing monies. - Manages procurement and contracting for Imaging Service. This may include preparing procurement requests, evaluating proposals for work, acting as, or supervising a Contracting Officer's Representative (COR) for procurements, and/or maintaining procurement and contracting records. - Establishes and oversees procedures for the receipt, review, and follow-up on requisitions for purchases from Federal and special funds. Exercises contracting authority up to an established threshold. Drafts and/or reviews all contract proposals and agreements to assure accurate budgetary, personnel, and administrative arrangements. Provides advice to senior management on contracting and procurement policies and issues. Work Schedule: Monday - Friday, 7:30am to 4:00pm Telework: This position may be authorized for ADHOC telework only. Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD219010 Relocation/Recruitment Incentives: Not Authorized 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 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, 11/17/2026. 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. 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. You may qualify based on your experience and/or education as described below: 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: Skills in personnel management and administration, Timekeeping/Payroll, report development, experience assigning work, knowledge of budget and financial management, which may include procurement and contracting knowledge. Manages procurement and contracting. Experience in developing, and implementing local policies, defining administrative requirements, and providing advice to top management on related issues. 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 a the first 2 years of graduate study (36 Semester hours). The first 2 years of graduate study are not qualifying for GS-11 Preferred Experience: Prior supervisory and administrative officer (or equivalent) experience, 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

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: Accountability Accounting Administration and Management Contracting/Procurement Customer Service Decision Making Decisiveness Flexibility Interpersonal Skills Interpersonal Skills Planning and Evaluating Problem Solving Quality Management Resilience Writing Written Communication 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. Special Employment Consideration: VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities [i.e., intellectual disabilities, severe physical disabilities, or psychiatric disabilities], and/or Disabled veterans with a compensable service-connected disability of 30% or more. Contact the Agency Contact for information on how to apply under this appointment authority via the Selective Placement Coordinator. 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. 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/.