Administrative Officer

Full Job Description

The Administrative Officer (AO) serves as administrative support for Geriatric's & Extended Care service line (GEC) leadership, collaborating with a diverse group of professionals, network, state, and national administrative staff and reports directly to the Chief of GEC.

To qualify for this position, applicants must meet time-in-grade requirements and specialized experience within 30 days of the closing date of this announcement, 03/30/2026.

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 within 30 days of 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.

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: 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: Researches and analyzes administrative issues affecting the organization.

Responds to administrative inquiries from staff, management officials, and external stakeholders. Monitors and makes work assignments to maintain efficient workflow.

Coordinates logistics, equipment acquisition, repair, disposal, and annual inventory. Provides scheduling and administrative support during staffing shortages.

Develops spreadsheets to track expenditures and reporting processes for optimal patient care and resource utilization.

NOTE: 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 their resume.

OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have completed one (1) full year of graduate level education.

Such education must demonstrate the knowledge, skills, and abilities necessary to do the work of this position. NOTE: Transcripts must be submitted with application.

OR, Combination: Applicants may also combine education and experience to qualify at this level.

You must have an combination of specialized experience and education, directly related to the work of the position, beyond a bachelor's degree.

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

OR, Superior Academic Achievement: Applicants must have completed all the requirements for a bachelor's degree in a curriculum that is qualifying for the position to be filled and meet one of the following: a) Rank in the upper one-third of your class in the college, university or major subdivision.

b) 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.

c) 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.

d) 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.

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.

Examples of specialized experience would typically include, but are not limited to: Researches and analyzes administrative issues affecting the organization and develops recommendations for leadership.

Independently responds to administrative inquiries from staff, management officials, and external stakeholders and resolves daily workplace issues.

Monitors workflow, assigns tasks, and provides guidance to staff to ensure scheduling accuracy, policy adherence, and efficient daily operations.

Orienting and providing on-the-job training for new and current employees ensuring all training requirements are met.

Conducts annual inventory and advises operating officials on requirements and procedures for acquisition, repair, and disposal of equipment. Provides input when budget information is needed.

Provides scheduling and administrative support during staffing shortages, including census tracking, activity reporting, and participation in daily operational calls.

Develops spreadsheets to track expenditures and reporting processes for optimal patient care and resource utilization.

Researchers compiled data to present updates, requesting action and tracking action items until complete.

NOTE: 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 their resume.

OR, 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 an LL.B.

or J.D. in a related field that demonstrates the knowledge, skills, and abilities necessary to do the work of this position. NOTE: Transcripts must be submitted with application.

Education cannot be credited without documentation. OR, 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.

Preferred experience: Experience supporting administrative operations in a healthcare or multidisciplinary environment including, coordinating workflow, managing scheduling or consult processes, organizing data and reports, and providing effective customer service to internal and external stakeholders.

Strong communication, problem solving, and organizational skills are desirable. Physical demands: The work is primarily sedentary, although some physical effort is required.

Typically, the employee may sit comfortably to do the work. However, there will be walking, standing, bending, Page 6 of 6 and carrying items like papers or books.

Incumbent will occasionally drive government vehicles for maintenance in White City and occasional travel may occur to Klamath Falls and Grants Pass CBOC's.

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 include, but are not limited to: Researches and analyzes problems, issues, or program requirements as they relate to all GEC programs within the service.

Researches and/or analyzes administrative issues to ensure efficient and effective flow of work related to GEC service business operations.

Determines pertinent issues and collects relevant information from a variety of sources (including Central Office, VISN, and Tetrad inquiries and work requests).

Develops recommendations and proposals for approval by the Chief of GEC and GEC Medical Director.

Monitors and makes work assignments, provides input on performance, resolves daily workplace issues and maintains efficient workflow.

Provides input when budget information is needed which at times may require urgent attention.

Responsible for the coordination of all logistic requirements, environmental management functions, repair/turn-in of equipment, and fiscal activities for the program.

Conducts annual inventory and advises operating officials on requirements and procedures for acquisition, repair, and disposal of equipment.

Insures that equipment requests are adequate, appropriate, and required for program operation. Ensures that all scheduling activities are performed according to the service line policies.

Works closely with the management staff of GEC to coordinate meetings, video teleconference sessions, correspondence, consults and employee issues.

Works closely with the Nurse Manger to process consults and manages the flow in which the consults are distributed to the CBOCs.

Assures that all scheduling and consult activities are performed in accordance with VHA mandates and guidelines.

Responsible for establishing quality and productivity programs, including access, efficiency, effectiveness and satisfaction.

Receives, schedules, refers, and contacts members of the staff, agency, and persons outside the agency ranging from other government agencies to the general public.

Responds to administrative problems brought to the supervisor's attention by members of the staff or management officials outside the organization or outside the agency.

Assists with all functions of the GEC/HBPC service line when staffing is not at full capacity. Performs other related duties as assigned.

Promotion Potential: This is a developmental position leading to a GS-09 level, performing assignments intended to broaden skills and provide practical experience leading to progressively more complex assignments performed under progressively less supervision.

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 PST Telework: Not Authorized Virtual: This is not a virtual position.

Position Description/PD#: Administrative Officer/PD904090 and PD904100 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized