Administrative Officer

Full Job Description

Serves as Administrative Officer for Primary Care at VA San Diego Healthcare System, providing high level administrative leadership, program oversight, and operational coordination.

Advises service leadership, develops policies, manages reports, supports budgeting and quality initiatives, and ensures compliance with VA regulations.

Coordinates projects, deadlines, and communications across clinical and administrative teams to achieve mission goals.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/26/2026.

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: Analytical Reasoning Critical Thinking Data Management Financial Analysis Financial Management Organizational Awareness Performance 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 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: Provides support to the section through the formulation of administrative policies and procedures by working collaboratively with stakeholders.

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.

Serves on committees in various capacities; act as a liaison between clinical services and Primary Care on matters of an administrative nature.

Suspense's (deadlines) are to be adhered to regardless of workload or other supervisory responsibilities.

Analysis of each aspect of the implementation is required and the incumbent is responsible for changing work priorities on the status of each program element to ensure meeting overall needs/goals/priorities of the service and Healthcare System.

Develops 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 the purchasing official for the service line and manages/oversees cardholder training for Primary Care.

Serves as the Contracting Officer Representative (COR) for VAMC transportation related contracts, preparing Statements of Work for contracts and MOU's involving veteran/beneficiary transportation.

Works closely with Acquisitions and Material Management Service/Logistics (A&MMS) to develop Statements of Work and maintain an accurate inventory of all veteran transportation related equipment and vehicles.

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

Provides expertise in the design of decision support tools that improve healthcare efficiency, effectiveness and safety.

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

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

Shares in the oversight of human capital matters to include performance appraisal accuracy review and submission; the establishment of performance standards; position classifications, and administrative/personnel actions Submits and assisting the local HR with recruitment actions for Primary Care.

Performs other related duties as assigned. Work Schedule: Monday- Friday, 8:00 am- 4:30 pm Virtual: This is not a virtual position.

Position Description/PD#: Administrative Officer/PD096150 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized