Administrative Officer

Full Job Description

The incumbent will perform the functions of an Administrative Officer (AO) and will be assigned to a clinical service line that reports up to their assigned Executive Leadership Team (ELT) member.

The AO is responsible for the overall administrative management and general business operations of the clinical service line.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 01/28/2026.

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-7 position you must have served 52 weeks at the GS-5 and for a GS-9 position you must have served 52 weeks at the GS-7.

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: GS-07 Administrative Officer Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-05 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 a full range of functional areas (including human resources, purchasing, supply and property management, records management, financial management, and budget); ensures compliance with established policies and procedures; prepares recurring administrative status reports; and knowledge of health care delivery and entitlements and eligibility within the VA health care system.

OR, Education: Applicants may substitute education for the required experience.

To qualify based on education for this grade level you must have one (1) full year of graduate level education OR superior academic achievement..

OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have a combination of specialized experience and education as described above.

GS-09 Administrative Officer Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-07 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 a full range of functional areas (including human resources, purchasing, supply and property management, records management, financial management, and budget); ensures compliance with established policies and procedures; prepares recurring administrative status reports; and knowledge of health care delivery and entitlements and eligibility within the VA health care system; applies analytical and evaluative methods and techniques to issues or functions related to hospital/healthcare administration; conducts detailed analyses of complex functions and work processes; presents staffing recommendation and negotiates solutions to disputed recommendations; applies analytical and evaluative techniques to the identification, consideration, and resolution of issues or problems; and conducts interviews with supervisors and employees to obtain information about organization missions, functions, and work processes.

OR, Education: Applicants may substitute education for the required experience.

To qualify based on education for this grade level you must have a master's or equivalent graduate degree, OR two (2) full years of progressively higher level graduate education leading to such a degree, OR LL.B.

of J.D. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have a combination of specialized experience and education as described above.

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:

Administrative Management: Incumbent serves as the administrative member for the Medical Specialty Service leadership team.

The primary purpose of this position is to manage the administrative duties for the assigned clinical service line in order to guarantee the primary goal of optimally delivering high-quality care to the Veteran.

The incumbent plans, directs and controls the assigned clinical service lines administrative activities including establishing parameters for policies and procedures, personnel management, contract oversight, training coordination, procurement of furniture, supplies and equipment, preparation, and presentation of awards for employees, records management, security, budget programming and execution, communications control, physical space management and special projects or studies.

The incumbent is responsible for developing and directing all administrative functions for the assigned clinical service line; in addition, the AO has the authority to act as proxy for the Chief of the Service in all administrative functions.

Personnel Administration and Management: The incumbent manages all administrative functions within the assigned clinical service line and regularly represents the service in project planning activities when so designated.

Administrative responsibilities include fiscal, personnel, equipment, program, and supply management.

Additionally, the incumbent serves as a liaison between all facility services and is responsible to executive management on administrative matters.

The primary function of this role is twofold: to keep abreast of matters affecting the health care system so the clinical service line can respond appropriately and to make top management aware of the assigned clinical service line items that affect the system.

The primary contact point is the Health System Specialist, Executive Administrative Officer/Designee, for the Chief of Staff; however, contact may be with the Medical Center Director, Chief of Staff, Associate Director and/or Associate Director for Patient Care Services (Nurse Executive).

Budget/Financial Management and Procurement/Contracting: The incumbent is responsible for managing budget formulation and execution for a changing budget of administrative expenses involving different funding sources, and participates with managers in reviewing needs, plans, and goals to develop budget data and justifications for review and approval.

Advises the service chief on budgetary and finance issues.

Serves as a purchase card holder and approving official for equipment and commodities procurements to ensure that cardholders adhere to the procure requirements.

Monitors to ensure that the cardholder conducts purchase card reconciliations within the required timeframe and that the reconciliations are correct.

Prepares budget estimates based on historical information and identifies need for changes.

Interacts and negotiates on adjustments or reprogramming of funds in support of major program changes or requirements.

Serves as the Fund Control Point Official for numerous fund control points and acts as the Approving Official and/or Alternate Official for purchase card holders in the sub-specialty sections of the assigned clinical service.

Sets up and maintains a system to control purchasing and the use of supplies. Coordinates and conducts audits and inspections as assigned by the Service Chief.

Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met.

Selection at a lower grade level does not guarantee promotion to the full performance level. Work Schedule: Monday - Friday; 7:30am - 3:45pm Telework: This position may be authorized for telework.

Telework eligibility will be discussed during the interview process. Ad-hoc Virtual: This is not a virtual position.

Position Description/PD#: Administrative Officer/PD005320 and PD00532 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized