Administrative Officer

Full Job Description

The Administrative Officer for Patient Care Services is located in the office of the Associate Director for Patient Care Services (ADPCS). This position is located at the Ft.

Wayne, IN VA Medical Center. The incumbent is responsible to provide support to Patient Care Services to include multiple Service Chiefs in various disciplines.

The position is designed to enhance the effective coordination of all administrative activities of the Office of Patient Care Services.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 04/20/2026.

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: Analyze problems to identify significant factors, gather pertinent data, and recognize solutions; plan and organize; work; and communicate effectively orally and in writing; manages daily operation of the Medicine Service programs in accordance with Joint Commission, OIG, and VA Guidelines; directs matters involving recruitment, promotions, awards, training, disciplinary actions, and shares oversight with Chief of Medicine regarding performance appraisals; manages and evaluates available resources and makes recommendations regarding allocation and distributions of monies to fund control point ceilings; develops recruitment packages for new personnel; reviews work of employees, assuring work is complete and accurate; ability to prioritize work; resolves administrative problems which arise during the day-to-day operation; ability to communicate orally and in writing; manage Fund Control Points; manages annual leave to maintain coverage for Medical Center; identifies workload trends, compiles narrative and statistical material and data as needed for reports; responsible to hear and resolve complaints from employees; maintains records and inventory of equipment and property of Service.

Comprehensive knowledge of the range of administrative laws, policies, regulations, and precedents applicable to the administration of one or more important public programs; a knowledge of agency program goals and objectives, the sequence and timing of key program events and milestones, and methods of evaluating the worth of program accomplishments; and the skill to plan organize, and direct team study work and to negotiate effectively with management to accept and implement recommendations where the proposals involve substantial agency resources, require extensive changes in established procedures, or may be in conflict with the desires of the activity studied.

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 three (3) full years of progressively higher-level graduate education leading to such a degree or LL.M., if related, that provided the knowledge, skills, and abilities necessary to do the work of this position.

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 master's degree to meet the requirements for the GS-11.

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:

Actively participates in strategic planning, program management, and program evaluation, and ensures that the clinical and administrative functions are integrated in order to provide optimum utilization of resources.

Routinely identifies the customer's situation properly and performs the tasks required to resolve the customer's questions/issues accurately and in a timely manner.

Follows up as necessary to ensure a satisfactory resolution. Consistently responds to customer requests for assistance promptly and in a friendly and professional manner.

Listens to customer feedback, positive and/or negative, and acts to resolve matters/situations within his/her control. Serves as the ADP coordinator for the service.

Coordinates the location of all terminals and printers throughout the service. Reviews all requests for menus, software, and hardware.

Prepares or coordinates the preparation of managerial, financial, and statistical reports such as management briefings.

Manages procurement and contracting for the service, including preparing procurement requests, evaluating proposals for work, serving as the COR for procurements, and/or maintaining procurement and contracting records.

Develops, initiates, and implements administrative policies and procedures for areas of responsibility. Works closely with Quality Management (QM) in the areas of performance and regulatory compliance.

Provides administrative support for QM activities within the service. Recommends the establishment of, and prepares administrative policies, directives, and procedures for implementation.

Prepares reports with findings and recommendations based on safety related site visits, internal and external audits, and findings from other management and administrative areas.

Oversees a variety of administrative functions in support of the business operations of the service including the distribution and dissemination of controlled correspondence, records management, publication and forms management, and data collection.

Reviews and evaluates completed staff actions (memos, reports, studies, fact sheets, information papers) for overall quality of the document, appropriate levels of coordination, consistency, logic, soundness of recommendations, and compliance with policy.

Ensures compliance with facility policies and VHA business regulations.

Completing work using VISTA, DSS, VSSC, SharePoint and various Microsoft Office application software including Outlook, Word, Excel, PowerPoint and Access.

Work Schedule: 0730-1600 Telework: Not authorized. Virtual: This is not a virtual position.

Position Description/PD#: Administrative Officer/PD92427A 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 VA Healthcare System Serving Ohio, Indiana and Michigan (VISN 10) advocates for a Whole Health System of care in each of the Medical Centers.

This is an approach to healthcare that empowers and equips people to take charge of their health and well-being and live their lives to the fullest.

As an employee operating in a Whole Health System of care, you will operate in a model with three core elements, seeking to create a personalized health plan for each Veteran.

This is done in the context of healing relationships and healing environments and a connection back to the Veteran's community.

This aligns with the Veterans Health Administration (VHA) Mission Statement to Honor America's Veterans by providing exceptional health care that improves their health and well-being."