Administrative Officer

Full Job Description

This position is assigned to the Ambulatory Care Service at the Lexington VAMC, under the supervision of the Service Chief.

The care line is comprised of multidisciplinary FTEE and is one of the largest and fastest-growing departments of the Medical Center.

The work site is located at the Lexington VA Health Care facility but may require travel to the Lexington VA Health Care System's Community-Based Outpatient Clinics (CBOCs) or other off-site locations.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 04/15/2026.

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-9. 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-9 in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include, but are not limited to: Coordinates with informatics for the development and management of data systems, assisting and creating the basis for data-driven decision-making.

Performs data retrieval and analysis for reports; prepares service reports to monitor accuracy and utilization regarding clinic profile management and communicates to the Service Chief with the plan of action.

Establishing and managing communication plans that identify the target audience, appropriate messages, activities, and resources needed for effective communication, and communication plans for change management, incorporating multiple channels to manage expectations and disseminate project progress.

Interpreting administrative policies, developing and/or implementing local policies, defining administrative requirements, and/or providing advice to top management on related issues.

Reviews, analyzes, and interprets incoming requests, recommends appropriate action, or suggests appropriate alternatives based on knowledge of internal operations, agency personnel policies, budgetary constraints, and work priorities.

Develops both long and short-range strategic plans through the identification of opportunities for growth, expansion, and improvements in performance and access.

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.

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 graduate level education (in excess of the first two years or 36 semester hours) and specialized experience to meet total experience requirements.

You will be rated on the following Competencies for this position: Analytical Thinking Creative Thinking Health Informatics Organizational Performance Improvement 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.

Physical Requirements: The work is primarily sedentary, although some slight physical effort may be required.

This position requires the incumbent to have the ability to commute to work daily, be physically able to ride long distances while traveling to all Lexington VA Healthcare System CBOCs.

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 Administrative Officer is responsible for organizing and maintaining the complex day-to-day administrative operations of the Ambulatory Care Service.

The diverse duties and responsibilities of the Administrative Officer result in involvement daily with the ACOS/Ambulatory Care, Chief Nurse/Ambulatory Care, Nurse Managers, Health System Specialist, physicians, nurses, and other staff assigned to the service.

The incumbent has daily contact with Lexington VA and VISN level management.

Major duties include, but are not limited to: Responsible for establishing and managing communication plans that identify the target audience, appropriate messages, activities, and resources needed for effective communication, and communication plans for change management, incorporating multiple channels to manage expectations and disseminate project progress with the Ambulatory Care Service.

Incumbent meets with clinic profile team members (Chief, Nurse Managers, Associate GPM) to ensure analytics, and goals, are being met using accurate and timely clinic management tools for their designated services/clinics.

Coordinates all administrative needs of clinic profile building and maintenance, establishing the program goals, evaluating implementation, and data capture components for the service.

Provides technical advice to clinical personnel, administrative personnel, and Chief Nurse of Ambulatory Care regarding scheduling, clinic profiles, and workload.

Facilitates efficient and effective communication between Program Analysts (ADPAC)s, MCA, encounter form specialists, billing specialists, and assigned services to ensure accuracy of workload transmission and when new scheduling software is installed/implemented.

Responsible for oversight of Ambulatory Care clinic setup options, clinic profiles, and outputs.

The position requires knowledge and innovative skill to achieve clinic set up in the best interests of all clinic profile management for the Facility.

Participate in Facility/VISN projects, task forces, and committees to problem-solve, educate, and implement software, data capture, and scheduling directive matters, and other workgroups related to access, wait times, and clinic profile management.

Represents the Facility at forums, conferences, and meetings. Delivers presentations to all levels of the Facility, service organizations, Veterans, family members, and caregivers.

Coordinates with informatics for the development and management of data systems, assisting and creating the basis for data-driven decision-making.

Performs data retrieval and analysis for reports; prepares service reports to monitor accuracy and utilization regarding clinic profile management and communicates to the Service Chief with the plan of action.

Responsible for coordinating with the Nurse Recruitment Office, Nurse Managers, and Human Resources for the recruitment of nursing personnel.

Serves as initial contact for applicants, answering questions and providing information about the position, coordinating interviews of potential applicants, developing performance-based interview questions and scoring guidelines, convening interview panels, serving on panels as appropriate/needed, summarizing recommendations regarding recruitment, completing all actions in USA staffing, and providing updated information to management regarding recruitment status.

Provides for the budgeting and financial management for the organization. This includes budget formulation, justification, and execution, financial management, and financial reporting.

Receives reviews, answers or distributes inquiries related to service recovery. This includes suspense (local, VISN, VACO, and congressional), patient advocate reports, and reports of contact.

Prepares and enters purchase orders (purchase cards and 2237 requests) for supplies and non-expendable property such as equipment, including specialized equipment necessary for the effective functioning of the service.

Performs other duties as assigned. Work Schedule: Monday - Friday, 7:00 am - 3:30 pm, 7:30 am - 4:00 pm, or 8:00 am - 4:30 pm Telework: Ad-hoc, based on supervisory discretion.

Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position.

Position Description/PD#: Administrative Officer/PD305640 Relocation/Recruitment Incentives: Not Authorized. Critical Skills Incentive (CSI): Not Approved.

Permanent Change of Station (PCS): Not Authorized.