Administrative Officer

Full Job Description

This position supports Specialty Services at the VA Central Ohio Healthcare System, including the VA Ambulatory Care Center (VAACC) and five CBOCs.

The Administrative Officer assists the Chief of Specialty Care by managing operations across 12 services and subspecialties, oversees administrative functions, and supports program and contract compliance.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 04/14/2026.

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: 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.

Specialized experience would typically include, but are not limited to: Experience assisting with administrative and analytical support in a healthcare or similar program setting.

This includes helping with data analysis, reports, scheduling or clinic operations, correspondence, referral or quality assurance processes, HR collaboration, and inventory or equipment tracking.

OR, 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., if related. 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 one year of graduate education and Specialized Experience.

Such experience and education must demonstrate the knowledge, skills, and abilities necessary to do the work.

GS-11 Specialized Experience: 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.

Specialized experience would typically include, but are not limited to: Experience assisting with administrative and analytical support in a healthcare or similar program setting.

This includes helping with data analysis, reports, scheduling or clinic operations, correspondence, referral or quality assurance processes, HR collaboration, and inventory or equipment tracking.

OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this 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.

Such education must demonstrate the knowledge, skills, and abilities necessary to do the work. 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 Master's Degree (leading to a PhD) and Specialized Experience.

Such experience and education must demonstrate the knowledge, skills, and abilities necessary to do the work.

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 mostly sedentary. It occasionally requires carrying of light objects such as files, books and papers; some walking, standing and bending.

This position will require the candidate to read computer and other documents for extended periods of time, up to 4-5 hours consecutively and will require the ability to communicate verbally via the phone, in person to other employees and perform presentations to committees and groups of people.

Corrected vision via glasses or contacts is appropriate and use of a hearing aid or other device to correct hearing to within normal adult frequencies is allowed and appropriate.

Use of fingers to type on computer keyboard, sign documents etc., is required. No special physical qualifications are 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:

Collaborates with Chief, Assistant Chiefs, Section Chiefs, Health Systems Specialist, GPM, Informatics, and MSA Supervisor to provide administrative oversight for 12 services and 12 subspecialties in Specialty Care.

Coordinates with service and facility leaders on program initiatives, mission goals, strategic planning, and data-driven decision-making.

Conducts in-depth data analysis, develops projections, and presents evidence-based justifications to leadership and high-level committees.

Assesses clinic efficiency, anticipates demand, evaluates cost/benefit impacts, and communicates expectations and strategic recommendations to Service Chiefs and ELT.

Utilizes spreadsheet, database, and graphic software to extract, analyze, and present data; prepares charts, tables, slides, and program management materials.

Ensures access by building and monitoring provider templates, evaluating book-ability, tracking productivity, and analyzing clinic utilization.

Partners with GPM to create and modify templates, adjust slot and resource management, oversee provider coverage, and maintain operational continuity.

Provides direct administrative support to Chief and leadership; represents Specialty Care at facility meetings when delegated.

Identifies barriers, leads process improvement projects, conducts strategic planning, and reassesses implemented changes for ongoing alignment with goals.

Serves as primary point of contact for external communications, drafting and managing all correspondence and coordinating with external stakeholders.

Ensures quality control in communication and implements improved directives, guidelines, processes, and workflows.

Coordinates referral management, monitors referral status, troubleshoots barriers, and analyzes referral trends to recommend improvements.

Oversees quality assurance activities, workload reconciliation, regulatory compliance, and develops detailed documentation, audits, and corrective action plans.

Creates and maintains SOPs and SLAs; interprets and applies VHA directives, policies, and administrative guidelines.

Supports short- and long-range strategic planning in partnership with Service Chiefs; evaluates policy changes and recommends updates.

Advises leadership on HR policies including staffing, classification, employee relations, and benefits; supports onboarding needs and process improvements.

Manages FPPE/OPPE coordination for all providers; works with Credentialing & Privileging and VISN partners to ensure compliance and accuracy.

Oversees Market Pay and Pay for Performance documentation, ensuring timely and accurate submission to the VISN Compensation Center of Excellence; serves as backup to Health Systems Specialist.

Manages onboarding for employees, residents, contractors, and fee basis staff; oversees PIV sponsorship, timecards, TMS training, IT access, and regulatory compliance.

Maintains contractor timecard accuracy and ensures contract-related requirements are met, proactively resolving issues that affect Specialty Care access.

Provides administrative oversight for Specialty Care at the main facility and five CBOCs, with authority to resolve operational issues.

Serves as technical expert on operational and personnel administration, reviewing service-level changes, position descriptions, and performance standards.

Works closely with HR on leave administration, disciplinary actions, awards, recruitment, classification, and education programs; ensures secure handling of sensitive information.

Manages equipment inventory as EIL official; tracks equipment age, coordinates replacement planning, obtains quotes, and submits procurement packages.

Assists with patient concerns and complaints through the Patient Advocate system, Veteran Signals, White House Hotline, and Congressional inquiries.

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, Full Time: 0700-1600 Telework: Ad-Hoc (Per agency need only) Position Description/PD#: Administrative Officer/PD93585-0 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized