Administrative Officer

Full Job Description

Serves as Administrative Officer for Surgical Service at VA Loma Linda. Advises leadership, manages personnel programs, staffing, employee relations, training, and compliance.

Coordinates administrative operations, analyzes healthcare delivery, supports planning, and ensures regulatory and TMS requirements are met.

Directly supports the Chief and collaborates with medical center staff and partners. Provides supervision, leave oversight, scheduling and workforce planning support daily ops.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 02/17/2026.

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.

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: ensuring all aspects of adequate supervision, staffing, workload, and patient satisfaction; providing the technical and administrative guidance necessary to achieve the optimum use of support services resources including supervision, training, and problem-solving; 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; providing continuous monitoring of administrative duties to ensure timely office operations and internal customer satisfaction.

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, LL.M.

in a field related to this position that demonstrates 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 graduate education(in excess of the first two years or 36 semester hours).

You will be rated on the following Competencies for this position: Administration and Management Financial Management Manages Human Resources Organizational Awareness 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.

Preferred Experience: Previous experience serving as an Administrative Officer for a procedural specialty; OR Certification as a Contracting Officer's Representative (COR) Level II or higher.

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 with occasional walk, bending, stooping, and standing while resolving problems throughout the Medical Center and within the Service.

Employee is responsible for accomplishing all his/her assigned duties in compliance with VA safety policies.

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:

Major duties include but are not limited to the following: Responsible for personnel management functions including: recruitment, classification, staffing, employee relations, the performance appraisal process, employee awards, pay/leave administration, training, travel, EEO Programs, and workman's compensation.

Plans work to accomplished by subordinates, set and adjust short-term priorities and prepare schedules for completion of work and capabilities of employees.

Analyzes, directs, and makes recommendations for the personnel management program for Surgical Services.

Oversees attendance and leave including approval of sick and annual leave and vacation schedules.

Manages the service training program, and advises and formulates the Service Chief on training requirements of all Surgical Service staff and coordinates the service training plan with Medical Center policy.

Reviews, revises, and initiates training materials and ensures that they are current and meet JCAHO and safety regulations and guidelines.

Directly supervises one Clinical Administrative Specialist, one Program Support Assistant, Operating Room Scheduler, one Program Support Assistant Resident Coordinator, Two Administrative Operating Room Scheduler and Program Support Assistants and, provides technical and administrative supervision over administrative support staff.

Assigns work and develops performance standards; and evaluates work performance of subordinates, and gives advice, counsel, and instruction to employees on both work and administrative matters.

Hears and resolves minor complaints from employees, refers group grievances and more serious unresolved complaints to a higher-level supervisor or manager; effects minor disciplinary measures such as warnings and reprimands and recommends action in more serious cases.

Interviews candidates for positions in the service; recommends appointments, promotions, identifies and provides for training needs; and finds ways to improve production or increase the quality of work within the area of authority.

Serves as the service timekeeping certifier and oversees designated timekeepers in the service, assuring the timekeepers are trained in the requirements to maintain accurate time and attendance records.

Leads in administering programs concerning such matters as equal opportunity, merit promotion, labor management relations and position management.

Conducts annual inventory and advises operating officials on requirement and procedures for acquisition, repair, and disposal of equipment.

Responsible for developing procedures and operating internal controls established to eliminate waste and prevent fraud in use of Government property and resources.

Oversees development of program or operations vulnerability assessments, which includes; Auditing these areas and recommends steps to reduce vulnerabilities and correction errors; Reporting on actions and recommendations; Preparing responses to congressional inquiries for the signature of the Chief of Staff/Director; Revising and overseeing all suspense for internal and VISN level suspense's requiring concurrence or non-concurrence from Chief of surgery, Chief of Staff (COS), and/or Director's office.

Oversees and ensures the Ongoing Professional Practice Evaluation (OPPE) documents are developed and presented to the service chief and then to the Credentialing office, in a timely manner.

Oversee the onboarding through subordinates of residents and all new employees. Responsible for Surgical Service supplies and equipment.

Adjusts manpower and funds when permissible to ensure adequate conduct of significant programs involving appropriate funds for which he/she makes an accounting to management.

Development, control and overall administration of budgets for Surgical Service control points; determining staffing needs; and obligate funds and approving individual expenditures of all non-recurring items.

Serves as a Contracting Officer's Representative, (COR) and oversees the contracts and consignments for the service, ensuring timely payment and initiates the proper documentation for contracts and consignments.

Develops and writes justifications to support funding requests; Performs budget administration functions (reviews, edits, and approves requests from supervisors for expenditures for submission to vendors and Network Logistics Office) for compliance with VA regulations and standard operating procedures.

Performs other related duties as assigned. Work Schedule: Monday- Friday, 7:00 am- 3:30 pm Virtual: This is not a virtual position.

Position Description/PD#: Administrative Officer/PD13723O Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized