Administrative Officer

Full Job Description

This is the full performance level of the position.

The position serves as the Administrative Officer for Nursing service in one of the following services: Intervention and Specialty Care, Mental Health and Perioperative Services located at Bay Pines VA Health Care System (BPVAHCS) catchment area.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/02/2026.

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. 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-9 MINIMUM QUALIFICATIONS: Reviews documents, reports, and/or applications for omissions and inconsistencies, and ensures data entry is complete and accurate.

Maintains automated system of program-specific data to track suspense's on items such as project milestones, progress reports, funding accomplishments, compliance strategies.

Obtains and monitors the use of services, supplies, or equipment for the offices.

Justifies and requests replacements for outdated equipment by identifying the outdated equipment, gathering relevant information on office equipment, or requesting office equipment for own work area.

Schedules appointments, coordinates meetings, and/or schedules conferences. Independently schedules the Chief and staff members' time based on a knowledge of preferences and current commitments.

Works with other facility Administrative Officers, Managers and Supervisors in identifying opportunities for performance improvement, defining audit topics and criteria for Performance Appraisals, and reviewing the documentation generated to assure compliance with the Joint Commission on Accreditation of Health Care Organizations (TJC), CARF, and other accreditation standards, Medical Center and other legal and regulatory guidelines.

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

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

You must have a combination of specialized experience and education beyond 1 full year of graduate level education.

You will be rated on the following Competencies for this position: Leadership Oral Communication Planning and Evaluating Problem Solving Technology Application 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 primarily sedentary. It is usually accomplished while the employee is comfortably seated at a desk or table.

Some physical demands such as standing, walking, bending, and lifting (up to 40 pounds) is required.

Physical exertions including stretching, reaching, and pulling or pushing carts occurs when assisting with inventories or activities involving retrieving items from shelves and cabinets.

No special physical effort or ability is required to perform the work.

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 to include but limited to: The Administrative Officer (AO) provides for the maintenance of data related to the budget and expenditure estimates in order to provide the best possible patient care within the allotted budget for acute care.

Advises on fund shortages, overtime expenditures, and makes recommendations regarding funding or program adjustments to promote program effectiveness and efficiency.

The AO participates in both long and short-range planning by coordinating the administrative needs of the service, as assigned.

Participates in annual budget planning and implementation for the section programs; monitors and tracks the program budget throughout the fiscal year.

Provides oversight of training requirements, compliance and needs for the service.

Utilizes system redesign methodologies such as lean thinking, six sigma, value mapping, workflow analysis, to map out, track and provide status reports to leadership on the different process improvement projects for each subsection within the service.

Monitors performance, suspense actions, and enforces the directions of the Chief to ensure issues are brought to closure.

Assists in the planning, review, and reporting of data/statistical results of program/project studies for their service.

Performs a basic analysis of the data and generates a variety of reports for the Chief Nurse.

Monitors, coordinates, and tracks all on-going and projected personnel actions and continuously apprises management of status.

Completes and reviews reports; analyzes trends, timeliness of processing actions, and status of numerous actions and identifies deficiencies or discrepancies; recommends plans to improve efficiency of processing actions and solutions to eliminate recurrence of unfavorable conditions.

Preferred Experience: Experience with contracts, service line agreements and development of collaborative relationship.

Experience with formatting and administrative policies, regulations, directives and principles used to administer VHA health care programs. Lean Six Sigma certification.

Proficient in Microsoft Word (MS), MS Excel, MS PowerPoint, TEAMS and MS Outlook, PowerBI programs with intermediate to advanced facility and skill.

Work Schedule: Monday-Friday 7:30am-4:00pm Position Description/PD#: Administrative Officer/PD11197A Relocation/Recruitment Incentives: Not authorized Critical Skills Incentive (CSI): Not approved Permanent Change of Station (PCS): Not authorized