Administrative Officer

Full Job Description

The Tennessee Valley Healthcare System Geriatric Research, Education and Clinical Center (GRECC) is hosted by the Tennessee Valley Healthcare System (TVHS) in VISN 9 and is affiliated with Vanderbilt University in Nashville, TN.

The primary function of the Administrative Officer (AO) is to implement GRECC program requirements, serve as administrative and programs coordinator of the Research, Education and Clinical components of the GRECC and act as liaison to the university affiliate.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 02/25/2026.

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.

GS-12: 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.

Your experience must have equipped you with the particular knowledge, skills, and abilities to successfully perform the duties of the position, and that is typically in or related to the work of the position to be filled.

Specialized Experience is defined as: Experience with applying analytical and evaluative methods and techniques to issues or studies concerning the efficiency and effectiveness of program operations carried out by administrative or professional personnel; Experience with administrative policies, regulations, directives and principles used to administer VHA health care programs; Planning, scheduling, and conducting projects and studies to evaluate and recommend ways to improve the effectiveness and efficiency of work operations; Experience with budgeting, planning, and facility development principles; Use customer service principles and practices within the healthcare setting; Experience using Microsoft (MS) Word, MS Excel, MS PowerPoint, TEAMS, and MS Outlook programs with intermediate to advanced facility and skill.

You will be rated on the following Competencies for this position: Accountability Administration and Management Attention to Detail Client Orientation Creative Thinking Organizational Awareness 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: Work requires walking, standing, bending, stooping and stretching. It may require some lifting and/or carrying of moderately heavy items during the course of the work day.

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:

Working under the GRECC Director, a physician Service Chief, the AO works with GRECC staff to help with the administrative portion to design experimental procedures, develops, implements, and modifies GRECC's programs and administrative operations by studying and evaluating current program activities, processes and procedures and comparing with new trends, established methods, best practices and experimental methods for the purpose of developing the most effective methods, theories and processes to make the GRECC effective in obtaining funding, educating health care workers and productive in research.

These results of which programs activities and processes are effective and are most productive will be reported to other GRECCs across the nation through VA Central Office.

By providing leadership, expertise and coordination of administrative duties, the AO supervises the administrative staff for the purpose of providing administrative support to the GRECC Director and staff which includes receiving phone calls and visitors; travel authorizations, arrangements and reimbursements; posting of Time and Leave; submitting personnel actions; processing performance appraisals; information storage and retrieval; inventory verification; word processing; procurement of supplies and services required; collecting data, validating, finalizing and submitting in a timely manner all special reports for GRECC including the annual report of GRECC activities to VA Central Office; Quarterly Reports to TVHS Management, VISN 9, and VACO, GRECC Annual Management Briefing, Business Plan, Budget Hearing Reports, Affiliated Health and Education Programs Report, Medical Cost Distribution Report IDSS, DM&S Health Services Training Report, Staffing assessment/reports, QM Vulnerability Assessments, and Cost Containment Reports.

The GRECC Annual Report is required by the Office of Geriatrics and Extended Care at VA Central Office.

This report is not only for information transfer and evaluation, but is also used as a reference to the Secretary, the Under Secretary of Health, the Geriatrics and Gerontology Advisory Committee (GGAC), and Congress on matters of geriatric research, education and clinical innovations within the VHA.

In addition, the AO initiates and prepares Intergovernmental Personnel Act (IP A) agreements by coordinating with Fiscal and Human Resources Management Services and various departments at Vanderbilt so that essential services can be utilized only through individuals with specialized qualities and familiar with Vanderbilt policies and procedures, thus attainable only through using these agreements.

Manage staff meetings, GRECC External Advisory Subcommittee meetings, TVHS / Vanderbilt multidisciplinary meetings, recruitment interviews, etc.

Participates in monthly VA Central Office conference calls among all GRECC A-Os and represents the GRECC Director on the monthly GRECC Director calls when the Director is unavailable and represents the GRECC Associate Director for Research on the monthly GRECC Associate Director for Research calls when the Associate Director for Research is unavailable.

Serves on ad-hoc committees with the VA Central Office Director of Geriatrics on GRECC­ related issues as requested by VA Central Office.

Provides administrative leadership and support for the TVHS VA Quality Scholars Program fellowship program including recruitment, on-boarding, general administrative support and participation in curriculum evaluation and improvement.

Provides analysis and policy interpretation and assistance to the GRECC Director and TVHS Leadership on cost-accounting and cost-effectiveness by computing and analyzing costs of program activities using Excel or other statistical software package, studying current operations and evaluating their effectiveness and productivity.

Collaborates with the GRECC Director to develop, secure funding, implement and evaluate education and conference activities related to the GRECC by collecting and analyzing data, attending conference planning committee meetings, contacting potential sponsors and applying for related grants.

Other duties as outlined in the PD. Work Schedule: M-F 8-4:30 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/PD700210 Relocation/Recruitment Incentives: Not authorized. Critical Skills Incentive (CSI): Not authorized.

Permanent Change of Station (PCS): Not authorized.