Administrative Officer

Full Job Description

The Administrative Officer for Research and Development (AO/R&D) position is located at the Cleveland VAMC.

The purpose of the position is to collaborate with the Associate Chief of Staff for R&D (ACOS/R&D) as a first-level supervisor responsible for planning, developing, and directing administrative and programmatic activities of a large and complex R&D Program.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/10/2026.

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-12 position you must have served 52 weeks at the GS-11. For a GS-13 position you must have served 52 weeks at the GS-12.

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 as described below: GS-12 Specialized Experience: You must possess at least one (1) full year of specialized experience, which equips you with the particular knowledge, skills, and abilities to perform successfully the duties of the Administrative Officer, GS-12 position, and that is typically in or related to the work of the position to be filled.

To be creditable, this specialized experience must have been equivalent to the GS-11 level in Federal service to qualify at the GS-12.

In order to meet the minimum qualifications for this position, you must meet 3/5 of the following examples of specialized experience.

Examples of specialized experience include: 1) Provides program oversight for large, multi-functional organization with complex administrative, HR and managerial activities.

2) Manages the HR-related activities for office operations.

3) Supervises personnel, completes official performance appraisals, and recommends personnel for promotion, retention, separation, awards and/or disciplinary action.

4) Performs support activities such as accessing, updating, researching and retrieving information from a wide variety of databases.

5) Exercises responsibility for budget formulation, presentation, and execution.

GS-13 Specialized Experience: You must possess at least one (1) full year of specialized experience, which equips you with the particular knowledge, skills, and abilities to perform successfully the duties of the Administrative Officer, GS-13 position, and that is typically in or related to the work of the position to be filled.

To be creditable, this specialized experience must have been equivalent to the GS-12 level in Federal service to qualify at the GS-13.

In order to meet the minimum qualifications for this position, you must meet 4/7 of the following examples of specialized experience.

Examples of specialized experience include: 1) Provides program oversight for large, multi-functional organization with complex administrative, HR and managerial activities.

2) Manages the HR-related activities for office operations.

3) Supervises personnel, completes official performance appraisals, and recommends personnel for promotion, retention, separation, awards and/or disciplinary action.

4) Performs support activities such as accessing, updating, researching and retrieving information from a wide variety of databases.

5) Exercises responsibility for budget formulation, presentation, and execution.

6) Provides expert guidance to prospective, new, and established investigators on all matters covering research implementation, management, and regulatory review requirements.

7) Reviews, analyzes, and initiates implementation of all policies and regulations that affect and/or govern research funding operations.

Note: Evidence of specialized experience must be supported by detailed documentation of duties performed in positions held on your resume.

You must provide work experience information such as hours per week, salary, and starting/ending dates of employment (month and year format) and grade levels for all Federal positions to establish you have one (1) full year of Specialized Experience at or comparable to the required grade level.

You will be rated on the following Competencies for this position: Administration and Management Financial Management Human Resources Management Leadership 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 sedentary. It occasionally requires carrying light objects such as files, books and papers; some walking, standing and bending.

No special physical qualifications are required.

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:

The AO/R&D helps establish and facilitate research service policies and objectives necessary to conduct research effectively and within regulatory compliance.

To accomplish this, the AO must understand national and local policies related to all aspects of research and interface research operations with other medical center services.

Routine duties include interacting with the medical center leadership including the Director, Associate Director, Chief of Staff, and ACOS/R&D.

On a day to day basis the AO/R&D oversees regulatory committees, human resource management, fiscal processes, grants administration and logistical issues (equipment procurement, contracting, infrastructure planning, leasing of space).

The AO/R&D position requires the ability to understand complex relationships within the VA and between VA and non-VA organizations and possess a wide range of skills that are essential to the effective running of the service including overseeing administrative and regulatory functions of the R&D service and interfacing with a variety of stakeholders at the local and national level to plan, develop and direct activities to ensure the program meets national and local goals, effectively coordinates research activities with other VA and non-VA programs and maintains compliance with local, state, agency and federal requirements and regulations.

Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met.

Selection at a lower grade level does not guarantee promotion to the full performance level. Work Schedule: Monday - Friday 8:00am-4:30pm Telework: This position may be authorized for telework.

Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position.

Position Description/PD#: Administrative Officer/PD449260 and PD449270 Relocation/Recruitment Incentives: Not authorized Critical Skills Incentive (CSI): Not approved Permanent Change of Station (PCS): Not authorized