Administrative Officer

Full Job Description

The Administrative Offer will oversee the administrative aspects of the research program at VA Maine Healthcare System (VAMHCS), which reports directly to the Associate Chief of Staff (ACOS) for Research at VAMHCS.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 02/23/2026.

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

Selective Placement Factor (SPF): Prior experience overseeing the administrative aspects of a research program You may qualify based on your experience as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-11 in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include, but are not limited to: Extensive knowledge in the following: administrative, regulatory, and safety implications of research; personnel management, budgeting and research funding; mentoring, leading or management of staff (program specialists/assistants, management assistants/analysts, health science specialists); working knowledge of the following: federal and VA policies and regulations that govern appropriate conduct of research; VA policies and procedures pertaining to preparation and submission of funding proposals; VA and research budget policies; internal control of fiscal practices to prevent fraud, over-obligation of funds, and program or account deficits and VERA; contracting (Logistics Service) rules and regulations for securing contracts, procuring supplies and equipment.

You will be rated on the following Competencies for this position: Administration and Management Financial Management Customer Service Manages Resources 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 slight physical effort may be required (e.g., ambulation, but no heavy lifting or exertion).

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: First level supervisory personnel management over clinical, administrative, clerical, and technical staff (program specialists/assistants, management assistants/analysts, health science specialists).

Works with principal investigators in developing and processing research funding proposals to ensure compliance with regulations and procedures necessary for adequate review by higher authority in the funding approval process.

Reviews, analyzes, and implements all policies and regulations that affect and/or govern research operations.

Deals with individuals, academic institutions, service organizations, granting agencies and the public at large.

Directs the personnel management operations for the research program, performing or overseeing the full range of human resources requirements.

Establish and maintain career development functions for employees of the research program, evaluates those employees and their requests for training needs as related to the needs of the program and service.

Maintains awareness of and information about the overall status of financial resources for the office in order to react to changing situations with timely recommendations.

Establish and monitor internal control of fiscal practices to prevent fraud, over-obligation of funds, and program or account deficits.

Work Schedule: Monday to Friday: 8am- 4:30pm Compressed/Flexible: Not Eligible Telework: Not Eligible Virtual: This is not a virtual position.

Position Description/PD#: Administrative Officer/PD66564-0 Relocation/Recruitment Incentives: Not Authorize Permanent Change of Station (PCS): Not Authorized