Administrative Officer

Full Job Description

This position is in the Anesthesiology / Operating Room / Pain Service located at the VA Puget Sound Health Care System in Seattle and Tacoma Washington.

The position provides the administrative management of programs within the Anesthesiology Service Line, including the Operating Room and Pain Clinic.

To qualify for this position, applicants must meet all requirements within 30 days of 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-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: 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 the mission, functions and operations of a clinical service line and its internal relationships and services, and the interrelationships with other Federal, state and community organizations; knowledge of, and skill in applying, analytical and evaluative methods and techniques to issues and studies concerning the efficiency and effectiveness of program operations carried out by administrative and professional personnel and the pertinent laws, regulations, policies and precedents that affect human resources management, budget management, contracting, procurement, space and equipment management; ability to develop short-term and long-range strategic plans for a Service Line to meet the strategic goals of the organization and develop new or modified administrative or programs, work methods, records and files, management processes, staffing patterns, guidelines and procedures and automate work processes for successful programs; skilled in using, management information systems, office automation systems and processes and computer applications to manage administrative resources; knowledge of Federal Human Resources Management procedures related to recruitment, promotions, labor relations, performance reviews and clinical research and staff with academic appointments; knowledge of group and individual process management techniques and approaches for personnel development, enhancing teamwork and collaboration and conflict resolution and the ability to develop and maintain effective working relationships with individuals from various backgrounds and communicate complex information both orally and in writing; skilled in oral and written communication to prepare and present recommendations and solutions regarding complex issues base on analysis and evaluation including the preparation and presentation of reports, proposals, charts, graphs, workload trends and resource needs.

You will be rated on the following Competencies for this position: 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. 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:

Duties include but are not limited to: Responsible for providing, securing and/or negotiating for the resources and services needed to manage and run the Service Line.

Evaluates and monitors all administrative activities ensuring the effective use of the administrative staff, making substantive recommendations for improvements.

Plans, develops and conducts studies to assess current programming and future programming needs and to identify and develop improvements in manpower and methods.

Ensures the Service Line Emergency Preparedness Plan is updated annually, provided to the Emergency Manager, distributed to employees and systems are in place to ensure employees are aware of program specific evacuation procedures and the Service Line sections conduct and maintain documentation of unit drills, small service exercises and participation in facility exercises.

Proactively identifies and solves operational problems before they become significant.

Manages all requests for clinical information, reports, data pulls, controlled correspondence and local, VISN 20 or VACO suspense items.

Completes an annual educational needs assessment and manages and tracks mandatory training via LMS/TEMPO.

Ensures that staff are aware of the availability of Career Development Counselors through the Center for Education & Development (CED) and a system is in place to notify staff of education and training opportunities.

Ensures that DSS mapping is up to date and accurate.

Manages the interrelationships with other internal organizational elements/services and with affiliated external organizations such as educational institutions, the University of Washington and Madigan Army Medical Center.

Works with the Service Line Director to develop major program proposals and/or reports including performing the requisite background research, reading, writing, data analysis and evaluation of the value and efficacy of the proposed/current programs, their impact on the resource allocation model, availability of personnel, space, supplies/equipment and an assessment of the feasibility of the program under existing regulations.

Reviews and interprets new and existing directives, handbooks, policies, instructions, regulations and delegations of authority for potential impact on program objectives, operating policies and work operations.

Ensures all administrative and regulatory requirements pertaining to the functions of the Service Line are met and when not in compliance, takes actions to bring the program (s) into compliance.

Organizing and distributing the annual All Employee Survey (AES), for the service line and, in consultation with the Service Line managers/supervisors, develops an action plan based on the AES results.

Serves as VA Puget Sound Medical Center Representative for the State Veteran Home Program as outlined in VA Directive 1145.01.

Provides direct supervision of the administrative and clerical staff assigned to the Service Line.

Assigns work to subordinates based on priorities and selective consideration of the difficulty and requirements of the assignments and the capabilities of the employees.

Formulates, justifies, executes and provides the corresponding financial management/reporting for the Service Line's budget including establishing processes for controlling the budget for all sections, the structural design for the T&L's, approval of expenditures and the coordination of the Service Line's requests for equipment and staffing.

Prepares and presents the information on capacity, demand, workload projections, program development, cost information, and associated resource needs to senior leadership of the Medical Center for annual budget calls.

Directs the development and submission of all Human Resources action documentation and ensures that all actions are completed in accordance with Human Resources and VAPSHCS policies and regulations for all matters involving recruitment, promotions, performance, awards and recognition, position classification, training, disciplinary action, and competency assessments.

Submits Compensation Panel Action forms for physicians including preparing and submitting requests for recruitment and retention incentives and seeking special salary rates when salaries are no longer competitive.

Conducts and/or supervises the equipment inventory of all property assigned to the Service Line, determines and justifies future equipment needs from surveys and initiates actions to secure needed resources.

Coordinates the acquisition of supplies and equipment including reviewing and signing for incurred expenses as the approving official for all requests for supplies and equipment needed by the Service Line.

Work Schedule: Monday - Friday 7:30am-4:00pm Virtual: This is not a virtual position.

Position Description/PD#: Administrative Officer/PD414590 Relocation/Recruitment Incentives: Not Approved Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Approved