Administrative Officer

Full Job Description

The purpose of this position is to provide administrative office support primarily to the Chief of Staff and secondarily to facility senior leader(s) throughout the Chief of Staff office (includes more than 800 FTE total with the clinical service lines, Health System Specialist and Executive Office Staff).

Additionally, this position provides secondary administrative support to the Director, Associate Director, Associate Director of Patient Care Services, and the Assistant Director.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 04/21/2026.

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. 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: Specialized Experience: GS-07 : 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: .

Examples of specialized experience would typically include, but are not limited to: Specialized Experience: Performing Timekeeping (VISTA) duties.

Providing administrative and human resources personnel management support and functions (hiring, leave management, incentive award/recognitions).

Experience using Microsoft Word, Outlook, Power Point, Excel. Experience with budgets, procurement, and contracting administrative functions Preparing reports and correspondences.

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

To qualify based on education for this grade level you must have Successfully completed one full year of graduate level education in a field related to this position that demonstrates the knowledge, skills, and abilities necessary to do the work of this position.

(transcripts required). OR, Superior Academic Achievement: Completed all the requirements for a bachelor's degree in a curriculum that is qualifying (i.e.

hospital administration, public health administration, or related fields such as course work in health care administration) for the position to be filled and I meet one of the following: Rank in the upper one-third of your class in the college, university or major subdivision A grade-point average of "B" (a GPA of 2.95 or higher out of a possible 4.0) for all completed undergraduate courses, or those completed in the last two years of undergraduate study.

A grade point average of "B+" (a GPA of 3.45 or higher out of a possible 4.0) for all courses in your major field of study, or those courses in your major completed in the last two years of undergraduate study.

Membership in a national honor society (other than freshman honor societies) recognized by the Association of College Honor Societies.

For a list of recognized honor societies please visit http://www.achsnatl.org/quick_link.asp. Note: Transcripts are required.

For more information regarding SAA please visit http://www.opm.gov/qualifications/SEC-II/s2-e5.asp#e4f..

OR, Combination of Specialized Experience and Education: Equivalent combination of successfully completed graduate education and specialized experience to meet the total experience requirements.

The education portion must include graduate courses that demonstrates the knowledge, skills, and abilities necessary to do the work of the position.

Only education beyond a bachelor's degree may be used to qualify for the GS-07 level. Note: Transcripts are required.

Specialized Experience: GS-09 : 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: .

Examples of specialized experience would typically include, but are not limited to: Assists with human resources functions such as recruitment, position classification, performance, and training.

Utilizes computer systems and technical aspects of the hardware and software for output/input and analyses of data and advanced computer skills (Microsoft Word, PowerPoint, Excel, Access).

Preparing budgets, managing and balancing financial aspects of general fund control points and purchase procedures Processing and reviewing documents including legal documents, billing information, medical records, or administrative records for completeness and accuracy.

Creating reports, coordinating and scheduling meetings, and submitting requests/work orders using a personal computer and office automation programs (such as word processing, spreadsheets, etc.).

OR, Education: Successfully completed a master's or equivalent, or 2 years of progressively higher-level education leading to such a degree, or an LL.B or J.D.in a field related to this position that demonstrates the knowledge, skills, and abilities necessary to do the work of this position.

NOTE (Transcripts are required).

OR, Combination of Specialized Experience and Education: Equivalent combination of successfully completed graduate education and specialized experience (beyond the first graduate year or 18 semester hours) and specialized experience to meet the total experience requirements.

The education portion must include graduate courses that demonstrate the knowledge, skills, and abilities necessary to do the work of the position. Note: Transcripts are required.

You will be rated on the following Competencies for this position: Attention to Detail Decision Making Flexibility Integrity/Honesty Interpersonal Skills Learning Reading Comprehension Reasoning Self-Management Teamwork 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 mostly sedentary, although there is some walking, bending, and lifting. It is sometimes necessary to work at the computer for extended periods of time.

The position requires the ability to concentrate with frequent interruptions.

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 AND RESPONSIBILITES Administrative Management (30%) Oversee and facilitate administrative management for the Chief of Staff.

Independently develops, plans, issues, and implements procedures to comply with directives concerning administrative matters.

Analyzes and evaluates problems, makes recommendations, and devises solutions to systems administration, training management, publication management, and data management within the health care system.

Designs and implements policies, and procedures to manage administrative and personnel related functions.

Reviews and evaluates guidance on various functions and procedures, identifies problem areas, and implements or recommends actions to improve procedures and increase efficiency, eliminate problems and conform to policy requirements.

The position functions as an extension of the Chief of Staff and Executive Leadership Team, in explaining policies and assisting staff in implementing them.

Human Resources Liaison (25%) Serves as the Chief of Staff's Service Representative overseeing the full range of human resources requirements for the organization.

Performs the full range of personnel administration for the Chief of Staff's Office with varied functions and activities.

Acts as the liaison with the human resources office and finance to monitor and track FTEE resources facility wide. Coordinates routine resource reports.

Oversee organizational chart accuracy and ensure organizational charts are posted to the share point.

Acts in a confidential capacity and exercises discretion in handling and coordinating sensitive information on behalf of the Chief of Staff and Executive Leadership Team, to include hearing preparations; audits and investigations; disciplinary action recommendations; attendance at management meetings where labor-management relations matters are discussed, meetings with congressional and VA central office staff, etc.

Recommends and assists with allocation of personnel/manpower resources; documents and reviews personnel and distribution changes; implements personnel/manpower reporting procedures; and conducts onsite surveys and studies to analyze organization structure, mission and functions, workload, and proposed personnel staffing, etc.

Procurement / COR (20%) Aids in the management of procurement for the Chief of Staff Office.

Prepares procurement requests, evaluating proposals for work, acting as a COR for procurement, and/or maintaining procurement records.

The position may manage small procurements that may require varying approaches.

Assists in the initiation and preparation of procurements to secure adequate resources to facilitate operations, which includes determining appropriate costs, performing cost analysis, soliciting bids, writing sole source justifications, and communicating both orally and inwriting with vendors/contractors.

??????? Assists in the preparation and review of purchase orders for supplies and non-expendable property such as equipment.

Program Support (20%) Serves as internal board support for clinical governance bodies, including the Medical Executive Board (MEB).

Provides coordination and administrative support for the Chief of Staff's office, to include facilitation of MEB and other clinical leadership meetings, huddles, or other ELT huddles including preparation of agendas and minutes, tracking of action items, and distribution of official communications.

Manages suspense items by monitoring due dates, coordinating with responsible services, and ensuring timely, accurate responses.

Coordinates meeting and event logistics in support of the Chief of Staff's office, or other ELT offices including scheduling, invitations, room and virtual platform set-up, and any required materials.

Assists with internal communications originating from the Chief of Staff's office to service lines and staff.

Budgeting / Financial Management (5%) Directs and monitors the execution of the Chief of Staff office fund control points. Ensures that all expenditures are properly authorized and documented.

Performs other duties as assigned.

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 8:00am - 4:30pm Compressed/Flexible: Not authorized 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/PD104480 Relocation/Recruitment Incentives: Not authorized