Administrative Officer

Full Job Description

The Administrative officer (AO) is located in the Neurology Service at the Tennessee Valley Healthcare System (TVHS).

The AO provides administrative coordination and support to enhance the delivery of these healthcare services.

The administrative duties relate to service operations and management, human resources management, financial management, contract and equipment management, facility management, information technology and data management, compliance oversight, process improvement, etc.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/11/2026.

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-07 position you must have served 52 weeks at the GS-05 For a GS-09 position you must have served 52 weeks at the GS-07 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.

You may qualify based on your experience and/or education as described below: To meet the minimum qualifications for this position at the GS-7 grade level, you must meet one of the following: GS-07: 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.

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 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.); accurately preparing timecards for submission and processing; managing and balancing financial aspects of general fund control points and purchase procedures; and performing various human resources/personnel management duties related to recruitment, and experience with budgeting, planning, and using Microsoft (MS) Word, MS Excel, MS PowerPoint, TEAMS, and MS Outlook programs with intermediate to advanced facility and skill.

OR GS-07: Education: Applicants may substitute education for the required experience.

To qualify based on education for this grade level you must have successfully completed 1 full year of graduate level education or superior academic achievement OR GS-07: Combination: Applicants may also combine education and experience to qualify at this level.

You must possess equivalent combinations of successfully completed graduate level education (in excess of the first year or 18 semester hours) and specialized experience to meet total experience requirements.

NOTE: If using education combined with specialized experience to qualify, a copy of your transcript is required.

To meet the minimum qualifications for this position at the GS-9 grade level, you must meet one of the following: GS-09: 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.

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 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.); accurately preparing timecards for submission and processing; managing and balancing financial aspects of general fund control points and purchase procedures; and performing various human resources/personnel management duties related to recruitment, and experience with budgeting, planning, and using Microsoft (MS) Word, MS Excel, MS PowerPoint, TEAMS, and MS Outlook programs with intermediate to advanced facility and skill.

GS-09: Education: Applicants may substitute education for the required experience.

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

or J.D., if related.

OR GS-09: Combination: Applicants may also combine education and experience to qualify at this level You must possess equivalent combinations of successfully completed graduate level education (in excess of the first year or 18 semester hours) and specialized experience to meet total experience requirements.

NOTE: If using education combined with specialized experience to qualify, a copy of your transcript is required.

You will be rated on the following Competencies for this position: Acquisition Strategy Customer Service (Clerical/Technical) Human Capital Management Operations Support Planning and Evaluating Reading 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:

Interprets policies and provides policy guidance. Ensures compliance with directives and memoranda. Communicates effectively with staff.

Prepares, maintains and analyzes a variety of service specific reports to ensure efficiency of budget, staffing, labor mapping, workload, productivity, clinic utilization, consult management, peer review, and equipment inventory.

Oversees electronic work orders, and coordinate follow up as needed with responsible service (e.g. EMS, Engineering and OIT). Helps develop, maintain and track the Neurology Service strategic plan.

Position is responsible for recruitment and replacement personnel processes.

Works closely with Service Chief, Sleep Director and other levels in coordinating performance reviews and furthering staff competencies.

Maintains and works closely with providers regarding ongoing credentialing and privileges, and ensure OPPEs/FPPEs are done in a timely manner.

Maintains an inventory of service position listings, vacancies and retirement schedules. Analyzes staff utilization for workforce planning and development.

Oversees recruitment and placement with preparation and oversight of position announcements, position descriptions, and functional statements.

Establishes interview dates, selection panel members, and interview questions. Prepares Compensation Panel Action and Board Action forms.

Prepares Tour of Duty and position (part-time and full-time) Memoranda. Oversees the development of clinic grids and set-up. Assists with employee credentialing and privileging, and orientation.

Oversees the performance review process by preparing performance plans for review with the service chief and staff member, scheduling performance plan meetings during the year, and maintaining an organized tracking system for quarterly review.

Maintains employee competency folders with an organized report to ensure that licensure, registration, certification, educational requirements, position descriptions, functional statements and performance reviews are up to date.

Establishes budget processes for the Service. Analyzes and interprets pertinent financial data such as contracts, overtime expenses and running balance reports.

Prepares, analyzes and make recommendations on service expenses for salaries, contracts, overtime, travel, and equipment.

Reviews and analyzes statistical reports and budget requirements, which includes the monitoring and controlling of budget allocations and expenditures.

Receives, reviews and either answers or distributes inquiries related to service recovery.

This includes suspenses (local, VISN, VACO and congressional), patient advocate reports and reports of contact.

Responsible for maintaining a report of service recovery item status and ensuring timely completion of service recovery queries. Obtains and monitors the use of services, supplies and equipment.

Acquires and maintains space and facilities for the service.

Coordinates activities related to service space and facilities at both Murfreesboro and Nashville campuses to ensure proper management and maintenance.

Responsible for proactively recognizing space needs and issues. Oversees the maintenance of equipment contracts.

Advises and makes recommendations on the requirement and procedures for acquisition, repair, and disposal of equipment.

Ensures that equipment requests are adequate, appropriate, and required for service operation. Analyzes additional and replacement equipment requests.

Recommends employee space and equipment assignments. Ensures that facilities are maintained and furnished and that computers are up to date and fully functional.

Maintains key control assignment and oversight. Responsible for conducting annual equipment inventory. Oversees safety inspections and safety data sheet file inventory.

Maintains Safety and Emergency Plans for both campuses. Communicates effectively with all levels of staff. Provides advice to staff and resolves problems.

Prepares an agenda and meets weekly with the Service Chief to present regular reports and analyses, review the progress of current Service tasks, outline unfinished tasks that need attention and review upcoming Service schedules and plans.

Work Schedule: M-F 7:30 AM - 4:00 PM Telework: This position is not eligible for Telework. Virtual: This is not a virtual position.

Position Description/PD#: Administrative Officer/PD604000 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.

Relocation/Recruitment Incentives: Not authorized Critical Skills Incentive (CSI): Not authorized Permanent Change of Station (PCS): Not authorized