Administrative Officer

Full Job Description

The incumbent serves as the Administrative Officer (AO) for the Pharmacy Service, which includes several sections and programs that require support.

The incumbent will be expected to utilize state-of-the-art management tools and techniques to identify, analyze, and improve the efficiency and effectiveness of services within the Pharmacy Service.

The purpose of the position is to plan, coordinate, execute, and evaluate administrative functions for the Pharmacy Service.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/13/2026.

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.

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-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: Analyze problems to identify significant factors, gather pertinent data, and recognize solutions; Plan and organize work; and Communicate effectively orally and in writing.

Such experience may have been gained in administrative, professional, technical, investigative, or other responsible work.

Experience in substantive and relevant secretarial, clerical, or other responsible work may be qualifying as long as it provided evidence of the knowledge, skills, and abilities (KSA's) necessary to perform the duties of the position to be filled.

Experience of a general clerical nature (typing, filing, routine procedural processing, maintaining records, or other nonspecialized tasks) is not creditable.

Trades or crafts experience appropriate to the position to be filled may be creditable for some positions.

You will be rated on the following Competencies for this position: Customer Service (Clerical/Technical) Problem Solving Technical Competence 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.

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 PROGRAM ADMINISTRATION - 40% Service Management: Is an integral member of the service leadership team, working closely with Chief and Associate Chiefs of Pharmacy as well as Pharmacy supervisors and program managers to ensure successful administrative operations.

Ensures that actions support the overall mission of the Medical Center and represent the collective interests of personnel.

Serves as the business manager of the Pharmacy Service, working closely with administrative chiefs throughout the Medical Center and the Chief of Staff Health Systems Specialist to ensure effective, efficient processes that meet regulatory requirements.

Business Operations: Works closely with group practice management, credentialing, quality management (QM), patient advocate, and the Chief of Staff office to ensure strong communication, compliance with regulations, and provide administrative oversight for business operations, GPM, credentialing, QM, patient advocate, and Chief of Staff office within the Pharmacy Service.

Oversees a variety of administrative functions in support of these areas, including but not limited to the distribution and dissemination of controlled and other correspondence, records management, data collection and accurate and timely data reporting, accurately and timely response to actions, secure messages, patient complaints, and congressional requests, and oversight of credentialing processes within the service.

RESOURCE MANAGEMENT - 40% Personnel Management: Works closely with Human Resources (HR) to ensure strong communication, compliance with Office of Personnel Management (OPM) regulatory requirements and provides administrative oversight for personnel management within the Pharmacy Service.

Advises management officials, supervisors, and employees on the interpretation and application of a variety of HR policies, practices, and procedures, including staffing, benefits, classification, employee relations, and related areas.

Ensures that performance ratings are submitted in a timely manner in accordance with regulatory guidelines.

Ensures that service personnel folders are complete and processes are in place for timely and accurate completion of competencies, proficiencies, and credentialing and privileging.

Financial Management: Works closely with Fiscal Service to ensure strong communication, compliance with fiscal regulatory requirements and provide administrative oversight for fiscal responsibility with the Pharmacy Service.

Reviews, submits, and tracks all resource requests (budget, equipment, supplies) for the service.

Maintains oversight of all fund control point activity, travel budget requests, payroll (FTEE, overtime, unscheduled hours, etc.) and contracting actions/reports.

Ensures accuracy of labor mapping and workload collection, Facilities Management: Works closely with Engineering Service to ensure strong communication, compliance with regulatory requirements, and provides administrative oversight for facilities management issues within the service.

Monitors and evaluates the conditions of facilities under Pharmacy Service's purview.

Makes recommendations and directs actions involving major repairs and/or renovations when necessary to comply with environmental, fire, and safety requirements.

SUPERVISORY - 10% Provides technical and administrative supervision of a small staff, some of whom are subordinate, less than 25% of the time.

Exercises HR responsibility by initiating requests for recruitment, interviewing, and selecting employees, complying with EEO objectives, planning and assigning work, and maintaining accurate and current position descriptions.

Sets priorities and establishes schedules, evaluates performance, recommends promotions and awards, approves requests for leave, identifies training needs, keeps employees informed, provides counsel, takes and/or recommends disciplinary action as requested.

QUALITY MANAGEMENT - 10% Redesign of Systems: Works closely with Systems Redesign (SR) to ensure training and participation of service staff in SR activities and provide administrative oversight for SR projects within the service.

Monitors and evaluates conditions of facilities in Pharmacy Service. Performance Oversight: Works closely with QM in the areas of performance and regulatory compliance.

Provides administrative oversight for QM activities within the service, including monitoring progress on SAIL and V-SIGNALS metrics.

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

Position Description/PD#: Administrative Officer/PD92707-0 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Authorized Permanent Change of Station (PCS): Not Authorized