Administrative Officer

Full Job Description

This position, located at the Oklahoma City VA Health Care System, Pathology and Laboratory Medicine Service (PLMS) serves as an Administrative Officer responsible for but not limited to, fiscal, budgeting, staffing, accreditation compliance, quality improvement, safety, and supply management.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/16/2026.

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 level. 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: 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: Knowledge of management principles, practices, methods and techniques, and knowledge of Pathology and Laboratory Medicine Services goals, objectives, work processes, and budget program goals and directives; skilled in applying analytical and investigative techniques to analyze and advise on administrative function activities, workload, performance improvement, and departmental education training; Knowledge of the VHA, VISN, and Oklahoma City VA Health Care System budget and finance directives, manuals, regulations, procedures, and processes; Knowledge of automated data processing concepts and systems capabilities to accomplish administrative, personnel and budget functions; Ability to identify problems and potential problem areas based on daily observance or studies; analyze and measure the effectiveness, efficiency, and productivity of the administrative programs and clinical operations; and, to develop written and oral recommendations for improvement; and the ability to communicate effectively, both orally and in writing to conduct interviews, gather information, and brief the Service Chief, and to prepare reports, presentations, and recommendations.

Preferred Experience: Supervision experience and knowledge of contract management is preferred.

You will be rated on the following Competencies for this position: Administration and Management Customer Service (Clerical/Technical) Financial Management Performance Management Personnel and Human 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 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 of this position include but are not limited to...

Responsible for maintaining, coordinating, and integrating a system of staff services designed to provide effective managerial control over Service resource utilization Responsible for Service budget forecasting, planning, and allocation of resources, accounting, and financial reporting Analyzes actual expenses as compared to the budget plan and projections to indicate needed adjustments Works with the Service Chief to establish priorities for personnel, services, supplies, equipment, and allocating funds to the proper cost centers Oversees all acquisition processes within the Service, inclusive of the establishment and administration of contracts for clinical services and equipment Serves as Contracting Officer's Representative (COR II) or provides oversight to designated CORs for Service acquisitions and contracts Acts as liaison between end user, contracting office, and contracting office representatives Interprets administrative policies, develops and implements local policies, defines administrative requirements, and/or provides advice to top management on related issues Performs quality assurance work that involves systematic prevention of defects, nonconformance to regulations and standards, identification of unsatisfactory trends and conditions, and correction of factors that may contribute to defective work processes or products Works closely with the Office of Quality Safety and Value by ensuring that all medical Peer Review Reports are assigned and completed Utilizes the Qgenda Physician Scheduling System to post the On-Call schedule for all Pathologists; collaborates with the Department of Pathology at OU Health on the development of the on-call schedule and ensures final version is posted into the Qgenda Physician Scheduling System for facility access.

Uses strong interpersonal and communication skills to interact with diverse groups and individuals clearly and effectively, secure and /or provide information to clarify situations, resolve problems, and negotiate services and/or agreements and MOUs with other departments or external agencies Responsible for developing, promoting, and maintain good relations with a variety of groups to include other VA healthcare systems, community healthcare providers, teaching affiliates, community organizations, veterans service organizations, other government agencies, professional societies, volunteers, media, and customers Serves as the primary point of contact and Service Champion for all patient complaints and PATS assigned to the Pathology and Laboratory Medicine Service Work Schedule: Monday-Friday, 7:30am - 4:00pm or 8:00am - 4:30pm Virtual: This is not a virtual position.

Position Description/PD#: Administrative Officer/PD138380 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized