Administrative Officer

Full Job Description

The Position is located in the Academics and Research and Development Service line at Mann-Grandstaff VA Medical Center and reports directly to the Chief of Academics and Research.

To qualify for this position, applicants must meet all requirements within 30 days of the closing date of this announcement, 03/06/2026.

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 within 30 days of 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.

Specialized experience would typically include, but is not limited to: Grant Management: Experience with writing, submitting, and managing grants and funding proposals.

Knowledge of funding agency requirements and compliance regulations. Experience overseeing grant budgets and financial reporting.

Regulatory Compliance: Understanding of research ethics and regulatory requirements (e.g., IRB, IACUC). Experience ensuring compliance with federal, state, and institutional regulations.

Project Management: Strong organizational skills for managing multiple research projects simultaneously.

Ability to develop timelines, track project milestones, and ensure timely completion of projects. Expertise in coordinating with researchers, collaborators, and stakeholders.

Experience representing research activities on various committees, including compliance committee, improvement committee, quality and safety committee, research service safety subcommittee and the research and development committee.

Financial Management: Proficiency in budgeting, forecasting, and financial analysis for research projects. Experience with financial reporting and auditing processes.

Human Resources Management: Experience in hiring, training, and supporting research staff including without compensation research employees and research clinical coordinators with going through HR and Credentialling process.

Familiarity with conflict resolution and personnel management. Contract Negotiation and Management: Experience negotiating research agreements and contracts with external entities.

Understanding of intellectual property rights and technology transfer processes.

Communication and Reporting: Strong written and verbal communication skills for preparing reports, presenting findings, and liaising with stakeholders.

Ability to prepare and disseminate research findings and administrative reports. Data Management and Analysis: Proficiency in managing research data, databases, and ensuring data integrity.

Experience with data analysis and statistical software. Strategic Planning: Ability to contribute to strategic planning initiatives to promote research goals and institutional objectives.

Experience in identifying funding opportunities and developing initiatives to enhance research productivity.

Administrative Procedures: Familiarity with institutional policies, procedures, and administrative systems.

Experience in setting up and maintaining efficient administrative processes for research activities. OR, Substitution of Education (Transcripts Required): I 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 an LL.M.

in a field related to this position that demonstrates the knowledge, skills, and abilities necessary to do the work of this position. NOTE: Transcripts must be submitted with application.

Education cannot be credited without documentation.

OR, Combination (Transcripts Required): I have equivalent combinations of successfully completed graduate level education (more than the first two years or 36 semester hours) and specialized experience to meet total experience requirements.

NOTE: If using education combined with specialized experience to qualify, a copy of your transcript is required.

You will be rated on the following Competencies for this position: Attention to Detail Decision Making Integrity/Honesty Interpersonal Skills Learning Reading Comprehension Reasoning Self-Management Teamwork 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. Physical Conditions: The work is primarily stationary, although some physical effort may be required.

Day-to-day work involved sitting, walking, standing and carrying light objects under 15 pounds.

Working Conditions: Work is typically performed in an adequately lighted and climate-controlled office on station.

This is not a telework position, although form time to time telework may be authorized by the Service Chief for special situations, or when the local situation on station or in the community, favors the employee to work remotely.

This position requires annual travel for training with national program office for research and development. 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.

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:

Budget and Financial Management: Prepare the Academics and Research Service budgets and financial programs. Manage budget formulation and execute all allocated funds.

Ensure the integrity of all financial management practices for the service.

Advisory Role: Serve as an advisor to all academic program faculty, research staff, and research investigators on financial-related issues.

Assist with developing budget plans, executing allocated funds, and proper accounting of financial documents necessary for submission and fund approval.

Collaboration and Disbursement: Work with the Seattle Institute of Biomedical and Clinical Research regarding the disbursement of non-VA funds supporting local research through MGVAMC fiscal office.

Responsible for all arrangements with health-related divisions and departments for academic and research activities at the affiliated universities.

Procurement and Contracting: Manage procurement and contracting for Academics and Research Service. Prepare procurement requests and evaluate proposals for work.

Serve as the primary contact of record for procurement and contracting record management.

Assist in the initiation and preparation of documents and contracts by determining appropriate costs, performing cost analysis, soliciting bids, writing sole source justifications, and communicating both orally and in writing with contractors.

Prepare and review purchase orders for supplies and non-expendable property, including personal computer hardware, service-specific software requirements, and other specialized equipment necessary for the effective functioning of the service.

Exercise authorizations for obligation and expenditures of funds. Analysis and Review: Analyze Federal budget data calls, review guidelines, and instructions.

Review financial reports and resolve discrepancies with the appropriate accounting office, both internal and external to MGVAMC.

Compliance and Documentation: Assure all expenditures are properly authorized and documented.

Establish processes to ensure proper accounting of all funds, including those obtained through external sources. Preparation and Submission: Prepare budget packages for submission to the budget office.

Respond to all questions from the budget office. Point of Contact: Act as the point of contact for VA central program office fiscal sections related to academics (OAA) and research (ORD).

Monitoring and Reprogramming: Monitor balances and status of projects. Recommend reprogramming of funds as needed.

Report Preparation: Prepare a variety of complex, analytical reports for use by the Chief of Academics and Research and facility senior leadership in support of policy making and planning efforts.

Planning and Support: Work with researchers in the planning stages of research protocols to identify budget needs for grant submissions.

Briefings and Presentations: Prepare budget and financial briefings to be presented by the Chief of Academics and Research to senior VACO and facility officials, affiliated organizations, and others as appropriate or necessary.

Work Schedule: Monday-Friday 8:00am-4:30pm Telework: Not Authorized Virtual: This is not a virtual position.

Position Description/PD#: Administrative Officer/PD706090 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not authorized