Administrative Officer

Full Job Description

This position is in the Veterans Health Administration (VHA), Health Care Network (VISN 7), VA Healthcare System, Birmingham, Alabama, in the Executive Office.

The incumbent provides executive level administrative and support services to the supervisor and provides direction to medical center clerical administrative and medical staff.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/23/2026.

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 as described below: 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: Experience managing tasks related to human resources (recruitment, personnel actions, performance management, time and leave).

Experience in financial operations (developing budget projections/requests/reports, managing contracts, and reviewing expenditures).

Experience in program planning and improvement (data collection and analysis to efficiently track operations; making recommendations for improved processes to leadership; reviewing/revising existing policies and procedures or developing new policies when necessary, preparing reports and presentations).

Experience serving as a liaison with other departments on administrative matters. Education: Applicants may substitute education for the required experience.

To qualify based on education for this grade level you must have 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..NOTE: Transcripts must be provided. 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 a Bachelor's degree. NOTE: Transcripts must be provided.

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 basically sedentary. Typically, the employee may sit comfortably to do the work.

However, there may be some walking, standing, bending, and carrying light items like papers or books. No special physical demands are 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:

Supports the full range of functions within the administrative realm of the service lines that report to their respective Medical Center EBLT members, which consists of the Chief of Staff, Associate Director, Associate Director/Patient Care Services, or Assistant Director.

Manages multiple subordinate organizations with diverse and unrelated functions and is a member of the Medical Center Executive Leadership Team administrative support staff.

Provides the Medical Center EBLT member complete and accurate technical advice by exercising considerable judgement in the application and appropriate guidelines and polices in achieving organizational goals.

Coordinates and tracks all service deliverables and makes assignments to the most appropriate subject matter experts and compiles them into a consolidated thorough response.

Develops general administrative processes and procedures.

Review of technical and operating procedures within the office of the Medical Center Executive Leadership Team Member, and the services that are aligned under that EBLT member.

Reviews draft regulations, standards, and other guides and make recommendations to the Medical Center Executive Leadership Team Member. Maintains.

interim and completed performance appraisals for the direct reports of the Medical Center Executive Leadership Team Member.

Receives and processes all correspondence and documents transmitted through the Executive Office for review, approval, and signature, establishing controls on certain items, including suspense items, recurring and non-recurring reports, medical center correspondence, etc.

Maintains timecards, initiates personnel actions and overtime actions, and ensures appropriate personnel actions are done on a timely basis for the supervisor's subordinate staff.

Conducts training sessions for clerical, administrative and medical personnel. Serves as the timekeeper for assigned T&Ls.

Provides general office supply and equipment support services such as obtaining standard office supplies, and services, procuring, or justifying the full range of offices services, or answering questions concerning policies and procedures related to support/office services.

Responsible for ensuring that service level and medical center policies and procedures are responsive, timely and consistent with agency polices, VA/HR guidance or established appropriate precedents.

Acts as the PIV sponsor for the office of the Medical Center Executive Leadership Team Member and as a backup for the service lines that fall under this office.

Tracks staffing levels and recruitment activities within the service lines that fall under the Medical Center Executive Leadership Team Member's office.

Drafts new and updates existing position descriptions. All other duties as assigned.

Work Schedule: Monday - Friday 08:00am - 4:30pm Telework: Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position.

Position Description/PD#: Administrative Officer/PD10534A Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized PCS Appraised Value Offer (AVO): Not Authorized