Administrative Officer

Full Job Description

This position of Administrative Officer at the VA San Diego Health Care System (VASDHCS) is aligned under Physical Medicine and Rehabilitation (PM&R) Service, whose purpose is to provide comprehensive administrative management by overseeing budgeting, procurement, human resources coordination, space and property management, and policy implementation.

The position supports leadership through analysis, planning, and effective coordination of administrative operations and workflows.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/27/2026.

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-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: Grade Requirements: Administrative Officer, GS-11 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: managing, coordinating, preparing and analyzing a variety of administrative actions to include tracking fiscal obligations and preparing financial reports; overseeing procurement actions; supporting leadership through data gathering, workflow assessment, and operational planning; coordinating human resources activities such as staffing and personnel actions; managing space, equipment, and workload planning; and ensuring continuity of administrative functions by applying established administrative principles, regulations, and processes using established VA guidelines.

OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 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., 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 2 full years of graduate level education.

You will be rated on the following Competencies for this position: Administration and Management Contracting/Procurement Financial Management Manages and Organizes Information 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, although some physical effort may be required to move furniture and equipment weighing less than 50 lbs.

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: Identifies, analyzes, makes recommendations, and collaborates/or takes action related to clinic management through space utilization, patient staff safety, environment of care issues, and staffing recommendations for clinics.

Assumes the duties of Consult Manager including the assignment of access level for staff, determining clinic assignments for clinic consults received, and analyzing/ collecting information regarding number and completion of consults.

Researches and understands VHA mandates and PM&R Headquarters requirements in order to justify budget/staffing increases, respond to correspondence, track/compare outcomes, and collaborate to problem-solve compliance issues.

Prepares, completes, and authorizes transactions related to treatment supplies, services, and software by initiating, compiling information, and interfacing with the contracting office at the Network Business Center to establish contracts for equipment, supplies, and services.

Researches, compares, and selects equipment for procurement through the Network Business Center and coordinating delivery and set-up with facility and vendor when needed.

Prepares and reviews purchase orders for supplies and non-expendable property such as equipment to include personal computer software to the effective functioning of the office.

Compiles, analyzes and submits, data for Decision Support System (DSS) and Cost Distribution Report (CDR) and assists leadership to understand staff breakdowns for relative value units (RVU) and costing distribution as compared to the nation.

Formulates, justifies, and executes the annual budget through allocation that includes distribution and balancing (quarterly and/or weekly) within the fund control points (FCP) and General Post Funds.

Participates with managers in reviewing office needs, plans, and goals to develop budget data and justification for review and approval.

Advises and directs activities or actions related to the whole range of personnel matters including staffing needs, absences for leave, creating new positions, fee basis positions, changes in tour, and on-the-job injuries, position buyouts.

Reviews, analyzes and interprets incoming requests, recommends appropriate action or suggests appropriate alternatives based on knowledge of internal operations, agency personnel policies, budgetary constraints and work priorities.

Keeps managers informed of the status of on-going personnel actions and provides advice on solving complex personnel-related problems. Performs other related duties as assigned.

Work Schedule: Monday through Friday 8:00 am to 4:30 pm Virtual: This is not a virtual position.

Position Description/PD#: Administrative Officer/PD086910 Relocation/Recruitment Incentives: Not authorized. Critical Skills Incentive (CSI): Not authorized.

Permanent Change of Station (PCS): Not authorized.