Administrative Officer

Full Job Description

The Administrative Officer for the Community Based Outpatient Clinic. The incumbent is responsible for oversite and management operation matters for 84 FTE.

The incumbent is responsible for a wide range of administrative functions relating to the CBOC healthcare delivery system. They are directly accountable to the Section Chief for Primary Care.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/30/2026.

Time-In-Grade Requirement: Applicants who are current Federal employees and have held a GS-11 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: Must have a general knowledge of the full range of services and practice at the Community Based Outpatient Clinics.

Must also have at least a general knowledge of budget management practice with a minimum of four years' experience.

Knowledge and skills to independently select, adapt, modify, perform and evaluate methods and procedures to obtain accurate and valid results from studies and management interventions The incumbent has extensive delegated authority and freedom of action to provide administrative leadership and direction for the planning, development, and management of CBOC services, work is reviewed for conformance with overall requirements as well as contribution to the objectives of the program.

Findings and recommendations are normally accepted without significant change. Guidelines include VHA and external health care regulatory bodies regulations.

The incumbent is expected to utilize appropriate guidelines whenever possible and will work in accordance with set VA policy, if applicable.

The incumbent exercises delegated responsibility for the administrative operations to include planning, development and management of services provided.

The incumbent is responsible for approving and revising work plans/goals of all supervisors and managers of administrative functions, assuring their implementation.

The incumbent must have a substantial understanding of how and why clinical support services are provided and be able to communicate knowledgeably with practitioners with regard to planning for the structure, implementation and monitoring of the delivery of these services.

The Health Systems Specialist is expected to establish an atmosphere that strongly supports the healthcare, research, and education missions.

He/she must promote good relations through personal contact with a variety of groups and individuals to accomplish these objectives.

Routinely displays courteous and respectful behavior to all customers.

Protects printed and electronic files containing sensitive data in accordance with the provisions of the Privacy Act of 1974 and other applicable laws, federal regulations, VA statutes and policy, and VHA policy.

OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 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 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. Physical Demands: Work is primarily sedentary, although some slight physical effort may be required.

Able to deal effectively with organizational change, role ambiguity and the stresses of juggling many priorities and rapidly responding to unanticipated critical situations.

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. Must have a general knowledge of full range of services and practice at the Community Based Outpatient Clinics.

Excellent understanding of VHA and CMCVAMC organization structure and Knowledge Knowledge and experience with qualitative and quantitative methods, methods used to implement complex management processes, administrative policies, regulations and directives, data management, relationships between differing VHA healthcare programs Must be able to plan, organize and direct a team and to negotiate effectively with senior management to accept and implement recommendations where the proposal involve substantial use of resources or changes in established procedures Effective communicator Skilled in preparing extensive reports Public Speaking Skills Expert knowledge of theories and principles of healthcare administration and organization, and of administrative laws, regulations, policies and precedents applicable to the administration of important programs.

Decision making Customer Service 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.

The Philadelphia VA Medical Center provides health care to Veterans living in America's fifth-largest metropolitan area.

The facility is staffed by approximately 3,000 employees and supports 145 acute care beds, 135-bed Community Living Center, and serves a unique Veteran based of 60,000 patients.

Affiliated with the University of Pennsylvania and numerous other allied health schools and colleges, the Philadelphia VAMC offers comprehensive surgical, medical and psychiatric care to include special emphasis programs, alcohol and drug dependence treatment, and rehabilitative care.

Additional information can be found on our internet site https://www.philadelphia.va.gov/ 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: Clinical Operations Management, Data Analysis & Advisory Function Supports the administrative management and Nurse Executive of a wide range of functional program staff, personnel, HAS space and construction related issues, acquisition, who are assigned, matrixed, or deployed to CBOCs.

Responsible for providing strategic planning and direction, and the administrative management structure to support a comprehensive CBOC delivery system.

Responsible for CBOC strategic planning together with the ambulatory care management, marketing and new program development, information management, medical records management, administrative support for CBOC education activity and establishing and implementing performance measures to provide ongoing assessments of service quality, administrative proficiency and cost effectiveness.

Has extensive delegated authority and freedom of action to provide administrative leadershp and direction for the planning, development and management of services.

Performs detailed analysis, evaluation, and recommendations on improving the effectiveness and efficiency of work methods, procedures, organization, manpower utilization, distribution of work, management controls and information/documentation.

Acts as the specialist in administrative matters related to the management of the CBOCs; determines and advises on program needs to assure maximum utilization of space, equipment, staff, and funds and develops alternative courses of action for the improvement in care.

Strategic Planning, Program Development and Marketing Responsible for providing the leadership to establish a long and short-term strategic planning process that will consider and effectively integrate the missions of the VHA, VISN, and Medical Center; and the identified needs of the veteran population in partnership with ambulatory care leadership.

Measuring, Systematically Improving the Effectiveness of CBOC Programs Expected to be familiar with the quality of care standards and various accreditation or regulatory requirements relating to all components of the CBOCs.

Must assure that administrative and clinical programs and policies are integrated in order to meet the unique need of the patients.

Conducts studies of health care system programs and operations and makes recommendation for improvements to reduce cost and increase efficiency and effectiveness without compromising service.

Leads and /or actively participates in projects throughout within Primary Care.

Personnel Management Must have knowledge of government-wide and VA requirements in order to accomplish the administrative functions of the CBOC workforce.

Work is primarily sedentary, although some slight physical effort may be required.

Able to deal effectively with organizational change, role ambiguity and the stresses of juggling many priorities and rapidly responding to unanticipated critical situations.

Promotion Potential: This is the full performance level for this position Work Schedule: Mon - Fri 8:00 am - 4:30 pm Telework: This position may be authorized for telework.

Telework eligibility will be discussed during the interview process. Position Description/PD#: Administrative Officer/PD01788O