Administrative Officer

Full Job Description

The primary purpose of the Administrative Officer is to provide technical and administrative supervision for Associate Director of Operations, that involve direct and substantial effects on the services through significant internal/external policy establishment and oversight, determining and implementing organizational structure changes, and evaluating productivity/efficiency to reduce operating costs which will ultimately affect resource allocation.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/23/2026.

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: Manage the review, verification, and documentation of home health service orders, Ensure eligibility and coverage are confirmed and maintain meticulous documentation, Develop and implement compliance monitoring programs, Conduct routine audits using quality improvement methodologies to identify and address adverse quality trends or systemic inefficiencies, Provide training and education to staff on regulatory compliance standards and process improvements, Prepare purchase requests, conducting market research, and ensuring compliance with federal acquisition guidelines, Coordinate with VA HCS leadership, clinical service customers, logistics staff, and other stakeholders to develop and execute medical service acquisition strategies, Coordinate services across clinical divisions and work closely with physicians, nurses, social workers, behavioral health staff, specialty providers, clinical support staff, and administrative support staff, Responsible for all program administration and personnel management for program areas that have direct and substantial effects on both services through significant internal/external policy establishment and oversight, determining/implementing organizational structure changes, Develop long-range multi-year strategic plans and short-term operations plans for the Associate Director of Operations Service and present them to the Executive Leadership Team yearly, Utilize data analytics tools to generate reports and insights for service line dashboards and leadership decision-making, Manage special projects to improve clinic efficiency, customer service delivery, and resource utilization, Conduct audits and evaluations to ensure compliance with VHA policies related to workload capture, provider productivity, documentation accuracy, and scheduling standards, Manage home health orders, ensuring proper documentation and coordination with VA approved home health agencies.

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.

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: Budget Planning, Management, and Execution: The incumbent is responsible for planning, managing, and executing the budget for Primary Care Services.

Gathers information and analyzes changing needs, workload, supply use, contracted services, staffing, and equipment.

Uses this information to appropriately execute the budget plan as well as project budget needs, potential surpluses or deficits, and make recommendations for approval to Service Chiefs, the Chief of staff, and Executive Leadership team on budget reallocations.

Strategic Direction/Long-Term Planning/ Continuous Quality Improvement: The incumbent develops long-range multi-year strategic plans and short-term operations plans for the Primary Care Service and will present them to the Executive Leadership Team yearly.

Planning includes strategizing equipment life, employee levels to accomplish work within allocated resource ceilings, etc.

The incumbent works closely with the Assistant Chiefs, Program Managers, Clinic Managers, Medical Directors, Associate Chief of Staff of Primary Care, Chief of Staff, and other senior leadership to develop short, medium, and long-term goals for the program.

The incumbent's participation in a large percentage of projects and committees throughout the hospital is integral to their role as Primary Care is a foundational Service for nearly every mechanism in the health care system.

The incumbent establishes and executes performance plans, policies, procedures, and operational plans to achieve these goals.

Program Administration/Personnel Management and Due Process, Regulatory, Accreditation, and Legal Requirements: The incumbent is responsible for all program administration and personnel management for program areas that have direct and substantial effects on both services through significant internal/external policy establishment and oversight, determining/implementing organizational structure changes.

Additional program requirements include development and implementation of policies and procedures, competency program, education and training, performance management, discipline, staffing, space utilization, supply management, and equipment inventory for entire service and clinics across the tristate region.

Responsible for service level management of labor mapping, access, grid validation and program improvement projects.

The incumbent continually monitors service level IT user groups, controls/monitors and provides access to service level computer network workgroups and products.

The incumbent provides ongoing training and assistance to new and incumbent staff regarding policies and procedures.

The incumbent monitors assigned service staff's mandatory training for completeness within required timelines. Performs other related duties as assigned.

Work Schedule: 8:00-4:30, Monday-Friday Position Description/PD#: Administrative Officer/PD127380