Administrative Officer

Full Job Description

The Administrative Officer for Health Administration Service is located at the VA Loma Linda Health Care System, Loma Linda, CA.

The position is aligned directly under the Chief, and may conduct work for the Assistant Chief, Health Administration Service and is in part responsible for providing service for administrative guidance, technical support, organizational leadership, and comprehensive partnering with each section inside the service to help achieve mission critical objectives.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/09/2026.

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-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: performing a full range of administrative management duties for a healthcare service line.

This involves providing expertise in budget formulation and execution, fund control, and financial management; managing human resources actions such as recruitment packages, position management, staffing requests, and personnel documentation; overseeing procurement and contracting activities, including purchase requests, supply inventories, and service agreements; analyzing workload, productivity, and operational data to support management decisions; coordinating space, equipment, and facility needs; developing and implementing administrative policies and procedures; preparing reports, briefings, and correspondence; and serving as the principal advisor to service leadership on administrative operations, compliance requirements, resource utilization, and skill in written and verbal communication.

NOTE: 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.

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 in a major field of study related to the work of the position which provided the knowledge, skills, and abilities necessary to perform the duties of this position.

NOTE: Transcripts must be submitted with application. Education cannot be credited without documentation. 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 master's or equivalent graduate degree.

[Note: To combine education and experience, first determine how much of the qualifying experience and education you have, as a percentage of what is required for each.

Add the percentages together, and if the total is 100% or more, then the combined education and experience is qualifying for the position.

EXAMPLE: An applicant has 9 months of specialized experience equivalent to GS-9 and 2 1/2 years of creditable graduate level education.

The applicant meets 75 percent of the required experience and 50 percent of the required education, i.e., the applicant has 1/2 year of graduate study beyond that required for GS-9.

Therefore, the applicant exceeds the total requirement and is qualified for the position.

(The applicant's first 2 years of graduate study are not qualifying for GS-11.) NOTE: If using education combined with specialized experience to qualify, a copy of your transcript is required.

You will be rated on the following Competencies for this position: Administration and Management Analytical Reasoning Financial Management Human Capital Management 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. It occasionally requires carrying of light objects such as files, books and papers; some walking, standing and bending.

No special physical qualifications are required. Work Environment: Work is typically in a well-lit office setting but may be done in patient care areas throughout the healthcare system.

Occasional travel may be required.

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:

Duties may include but are not limited to: Provides support to the section through the formulation of administrative policies and procedures by working collaboratively with stakeholders and oversees staff for supporting all administrative activity within the service to include regularly producing reports; implement long and short-term planning; program administration; quality assurance; benchmarking, and budget formulation/fiscal reporting.

Ensures all sections within the service follow local and agency policy /regulations; acts as principle adviser to the Chief, and may conduct work for the Assistant Chief, on all service level administrative matters; program development and oversight of outside facilities administrative support contracts.

Acts as a liaison between clinical services and Health Administration Service on matters of an administrative nature.

Communicates and coordinates goals and objectives with the service/section chiefs and supervisors.

Ensures that all suspense's are reviewed prior to submission for linkage to websites/programs, subject and grammatical content and to assure issues/concerns have fully been resolved.

Follows up with Service staff to assure timely submission.

Presents data in a succinct fashion and skill in developing written materials and making oral presentations along with knowledge of computer programs including Word, Excel, PowerPoint, VISTA, Citrix, web/database queries, and other office automation applications.

Acts as approving official and ensures that cardholders comply with Federal and VA Acquisition regulation and policies, as well as local procedures, including but not limited to the following: socioeconomic goals, mandatory sources, Central Contractor Registration (CCR), Federal Procurement Data Systems (FPDS), Item Master File, Vendor File, and Unauthorized Commitment and Delinquent Obligation.

Monitors purchases to ensure that cardholders conduct daily purchase card reconciliations within the required timeframe and that reconciliations are correct.

Acts as the purchasing official for the service line and manages/oversees cardholder training for Health Administration Service.

Assists in orienting and advising Health Administration Service employees on VA regulations, policies, and procedures on administration matters, and serves as a team advocate when current policies impair efficient and effective patient care.

Analyzes, interprets, and implements regulations accurately to reflect current operating procedures and is familiar with precedents concerning changes in regulations or policies.

Advises those in clinic administration appointment scheduling requirements for data access, and advises staff members on directives, policies, and best practices for making requirements operational.

Participates in service line policy creation and implementation; identifies and manages inefficiencies within the service and initiates corrective action to influence positive change and reports on the progress of administrative activities within the service.

Manages and analyzes the Health Administration Service budget and provides information and recommendations to Associate Director, Chief Financial Officer, Chief and Assistant Chief, Health Administration Service as appropriate, including critical budget areas and program matters.

Monitors budget allocation and execution to ensure that operating program objectives are met.

Performs analysis of budget requests to include techniques such as cost-benefit analysis or exploring alternative methods of funding.

Provides oversight to coordinate time and attendance (approval of leave) for optimal coverage of the Office of the Chief staff.

Plans work to be accomplished by subordinates, sets and adjusts short-term priorities, and prepare schedules for completion of work.

Interview candidates for subordinate positions, recommend appointments, promotions and reassignments.

Work Schedule: Monday-Friday, 7:30 am to 4:00 pm 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/PD125900 Relocation/Recruitment Incentives: Not authorized. Critical Skills Incentive (CSI): Not approved.

Permanent Change of Station (PCS): Not authorized.