Administrative Officer

Full Job Description

The position is is under the Chiefs direct supervision.

The incumbent serves as the Administrative Office for the Physical Medicine and Rehabilitation Service, and is responsible for performing a variety of complicated administrative management, and technical functions, tasks, and special projects.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/20/2026.

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.

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: 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: .Creating reports, coordinating and scheduling meetings, and submitting requests/work orders using a personal computer and office automation programs (such as word processing, spreadsheets, etc.); maintaining and updating department or service-level databases and shared computer drives; accurately preparing timecards for submission and processing; resolving timekeeping issues related to overtime, holiday pay, unscheduled hours, and various types of extended leave; managing and balancing financial aspects of general fund control points and purchase procedures; and preparing and submitting requests for recruitment, promotion, reassignment, and disciplinary actions.

NOTE: 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.

OR, Education: Successful completion of of a 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, from an accredited college or university.

Such education must demonstrate the knowledge, skills, and abilities necessary to do the work of the Administrative Officer position.

NOTE: Transcripts (unofficial or official) must be submitted with your application materials. Education cannot be credited without documentation.

OR, Combination: Equivalent combination of successfully completed graduate level education (beyond the second year) and specialized experience, as described above, which may be used to meet total experience requirements for this grade level.

The education portion must include graduate courses that demonstrate the knowledge, skills, and abilities necessary to do the work of the Administrative Officer position and must have been obtained in an accredited college or university.

NOTE: Transcripts (unofficial or official) must be submitted with your application materials. Education cannot be credited without documentation.

You will be rated on the following Competencies for this position: Attention to Detail Creative Thinking Customer Service Decision Making Integrity/Honesty Interpersonal Skills Learning Oral Communication Reading Comprehension Reasoning Self-Management Teamwork Technical Credibility 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. Note: 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.

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/.

Major Duties:

The major duties of the Administrative Officer in Physical Medicine and Rehabilitation service includes but is not limited to the following: Functionally the incumbent works as the Supervisor of all administrative staff that provides support to the Chief, PMRS and provides a complete range of support.

The incumbent is a member of the management team, and directs the functions of a complex service line. The incumbent coordinates the administrative/operational and planning activities within PM&RS.

The fundamental responsibility of the Administrative Officer is to effectively use all available resources to ensure the service provides the best possible patient care.

Recommends areas and methods by which efficiency of operation can be improved.

Provides clinical leaders, clinical supervisors, and other clinical/technical staff with consultative direction and advice on a variety of administrative subjects to ensure that services are integrated across all disciplines and divisions.

The Administrative Officer facilitates the conversations and collaboration across work-units, thereby supporting the removal of variation and ensuring adherence to the best clinical practices such as defined by Chief of PMRS, evidence based medicine, VHA Directives, administrative laws, policies, regulations and precedents applicable to assigned areas.

Exercises delegated managerial authority to oversee the overall planning, directing, and timely execution of programs, and several program segments within PMRS, including staff functions, development, assignment, and higher level clearance of goals and objectives for supervisors and managers of subordinate organizational units.

Oversees the revision of long range plans, for the work directed.

Manages organizational changes throughout the organization directed, and/or major change to the structure and content of the program or program segments directed.

Demonstrates leadership through participation in activities, which promote and support a collaborative environment.

Has discretionary authority to approve the allocation and distribution of funds in the PMRS budget with approval of PMRS chief.

Responsible for operating within the assigned budget and is authorized to be the approving official for orders for supplies, services, and equipment.

Establishes and maintains cost accounting and budgetary requirements for the sections and special programs.

Provides leadership and guidance in determining the resource needs of organizational elements, distributing initial resource allocations, and adjusting resource allocations as dictated by a change in program needs.

Responsible for managing the productivity of the service to include clinic grids, scheduling oversight, labor mapping, and ensuring appropriate staffing and scheduling levels.

Serves as the service liaison in supporting the Chief, PMRS and all subordinate supervisors with duties related to managing all levels of staff.

Acts as a liaison on behalf of the Chief, PMRS with persons and/or groups within and outside of the PMRS, the WNCVAHCS, the VA and other Federal and non-Federal entities.

Responsible for facilitating problem-solving teams and providing guidance in the areas of communication, conflict management, and customer service. Performs other duties as assigned.

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: 8-4:30 Monday-Friday Telework: This position may be used as Ad-Hoc.

Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD039740 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized