Administrative Officer

Full Job Description

This position is located at the Department of Veterans Affairs (VA), Veterans Health Administration (VHA), Butler VA Medical Center, within the Associate Director for Patient Care Services (ADPCS).

The incumbent serves as the Administrative Officer (AO), providing leadership, oversight, and coordination of administrative programs supporting Patient Care Services.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 04/06/2026.

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.

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-09 Specialized Experience: You must have One year of specialized experience equivalent to at least a GS-07 level in the normal line of progression for the occupation in the organization.

Examples of specialized experience include, but are not limited to: analyzing administrative processes and procedures to identify issues and recommend improvements; preparing and presenting reports to management; maintaining and utilizing automated systems and databases to track and evaluate program data; coordinating administrative activities and supporting program operations; advising staff and leadership on administrative policies and procedures; and assisting in the management of personnel, budget, or procurement-related functions.

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

To qualify based on education for the GS-09 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., if related.

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

Examples of specialized experience include, but are not limited to: independently analyzing and evaluating administrative programs, policies, and procedures to identify problems and implement solutions; developing, interpreting, and providing recommendations on administrative policies and guidance to management; coordinating and managing program operations across functional areas; overseeing and monitoring budget formulation, execution, and financial management activities; managing or advising on human resources actions, including recruitment, disciplinary actions, and awards; and utilizing automated systems to analyze data, generate reports, and support decision-making.

OR, Education: Applicants may substitute education for the required experience. To qualify based on education for the GS-11 grade level you must have a Ph.D.

or equivalent doctoral degree OR 3 full years of progressively higher level graduate education leading to such a degree OR LL.M., if related Combination: Applicants may also combine education and experience to qualify for the grade levels listed above.

Only graduate education in excess of the amount required for the next lower grade level may be used to qualify for positions at grades GS-9 and GS-11.

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: Designs and implements policies and procedures to improve operations, increase efficiency, eliminate problems, and support administrative management practices.

Updates databases and shared drives and serves as the Records Control Officer (or similar) for the service or department.

Assists with maintaining documents required for external and internal review processes.

Assists in preparing the department/organization for external and internal reviews (e.g., Joint Commission, OIG, Long-Term Care Surveyors, CARF).

Supports procurement and supply administration, including preparing procurement requests, evaluating proposals, maintaining procurement reports, and assisting management with supply use and control.

Assists in initiating and preparing procurements to obtain resources needed for operations. Determines appropriate costs, performs cost analyses, and prepares sole source justifications.

Assists in preparing and reviewing purchase orders for supplies and non-expendable property. Monitors budget formulation, justification, execution, financial management, and reporting.

Attends budget calls and meetings, reviews guidelines, and briefs managers on schedules and data requirements.

Monitors fund balances and project statuses and recommends reprogramming of funds as needed. Manages budget formulation and execution for a budget with multiple funding sources.

Participates in meetings, takes minutes, and represents the Department/Service Chief on councils, committees, and workgroups.

Distributes and controls mail, manages phone calls and visitors, and provides information requiring research, tact, and diplomacy.

Prepares correspondence using correct grammar, punctuation, formatting, and spelling. addresses administrative management issues, resolves problems, and recommends process and program improvements.

Prepares and submits requests for recruitment, promotion, reassignment, and maintains audit trails to ensure timely processing.

Provides advice and assistance to managers and staff on personnel processes, allocations, vacancies, and recruitment status.

Performs a full range of HR-related requirements, including incentive awards, organizational structure, and serving as liaison for personnel matters.

Reviews award recommendations for justification, documentation, funding availability, and required signatures. Other related duties as assigned.

Preferred Experience: Contracting Officer of Record (COR) experience preferred but not required 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 8:00 a.m. - 4:30 p.m.

Telework: Ad-hoc, As determined by agency policy, will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD005039