Administrative Officer

Full Job Description

The primary purpose of the Administrative Officer is to plan, direct, and carry out the administrative and management functions of the service including policies and procedures, personnel management, contract oversight, training coordination, procurement, supplies and equipment, preparation, records management, security, budget programming and execution, control of communications, physical space management and special projects or studies.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 04/07/2026.

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-09 position you must have served 52 weeks at the GS-07. For a GS-11 position you must have served 52 weeks at the GS-09.

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: Specialized Experience For the 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: Oversees all aspects of human resource requirements for recruitment, employee labor relations, training, and all other HR related guidance serving as the liaison between HR office and the service.

Maintain and update organization charts, staffing rosters and functional statements. Coordinate onboarding for all staff including access requests, workspace, equipment, orientation.

Develop/update local pharmacy administrative procedures and guidance documents participating in administrative management planning and policy development affecting the service.

Forecast pharmacy service resource needs (FTEE, supplies, equipment) for annual and midyear budget planning. Formulates service goals and objectives with Pharmacy Leadership.

Responsible for analysis of manpower utilization as related to personnel management, DSS/ MCA Labor Mapping and to the Pharmacy Service .

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

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

if related. Such education must demonstrate the knowledge, skills, and abilities necessary to do the work of this. 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 have an combination of specialized experience and education beyond as described above, to meet the total requirements.

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

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

Specialized Experience For the GS-11 : You must have one year of specialized experience equivalent to at least the next lower grade GS-09 in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include, but are not limited to: Oversees all aspects of human resource requirements for recruitment, employee labor relations, training, and all other HR related guidance serving as the liaison between HR office and the service.

Maintain and update organization charts, staffing rosters and functional statements. Coordinate onboarding for all staff including access requests, workspace, equipment, orientation.

Develop/update local pharmacy administrative procedures and guidance documents participating in administrative management planning and policy development affecting the service.

Forecast pharmacy service resource needs (FTEE, supplies, equipment) for annual and midyear budget planning. Formulates service goals and objectives with Pharmacy Leadership.

Responsible for analysis of manpower utilization as related to personnel management, DSS/ MCA Labor Mapping and to the Pharmacy Service.

Manages credentialing needs of all pharmacy scoped providers including management and knowledge of PROPS for coordination of OPPE/FPPE.

Acts as a liaison between pharmacy service, Chief of Staff and Director's Office. Responsible for maintaining and updating equipment inventory of all assigned property.

Provides overall administrative management for the service interpreting administrative policies, providing advice to supervisors, monitoring performance and suspense actions, monitoring training completion, and accomplishments of staff.

Ensures the monitoring of the environment of care of the services clinical and administrative space.

Analyzes and reviews documentation procedures and controls, files, directives, forms, records control and disposal procedures and office automation.

OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successful completed a Ph.D.

or equivalent doctoral degree, or 3 full years of progressively higher-level graduate education leading to such a degree, or an LL.M.

if related 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 have an combination of specialized experience and education beyond directly related to the work of the position as outlined above that meets the requirements of the position.

Only education in excess of a master's or equivalent graduate education may be used to qualify applicants for the GS-11 level.

NOTE: If using education combined with specialized experience to qualify, a copy of your transcript is 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 the overall daily administrative operations, requirements and management of the entire Pharmacy Service Provides daily oversight to administrative and program support staff.

Coordinates all personnel activities that include recruitment and placement, processing of HR actions, development of position descriptions, functional statements, organizational charts, counseling of employees and analysis of performance and Competencies The incumbent develops and implements evaluative mechanisms to measure productivity and works with MCA staff to ensure labor mapping is documented.

The Administrative Officer is responsible for compiling clinical responses and correspondence to congressional offices, VISN 19 office and VACO.

The Administrative Officer assures adherence to Joint Commission standards and conduct audits, analyzes results and implements changes base on findings Plans/formulates/implements budget requirements for pharmacy service The incumbent is responsible for authorizing expenditures in excess of several million dollars annually.

He/she serves as the point of contact for these arrangements and resolution of problems that may arise to carrying out these contracts.

The Administrative Officer will utilize VSIGNALS data to trend issues and identify areas of opportunity.

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 7:00am - 3:30pm or 7:30am - 4:00pm Telework: This position may be authorized for Ad-Hoc basis telework. Virtual: This is not a virtual position.

Position Description/PD#: Administrative Officer/PD144190 and PD12506O