Administrative Officer

Full Job Description

The Administrative Officer works within the Health Administration Service (HAS) supporting human resource (HR) management and liaison functions, special projects and studies and overall program administration for the service.

The Administrative Officer performs administrative support to HAS under the direct supervision of the Chief, HAS, in the Associate Medical Director Service office.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/19/2026.

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 the next lower grade GS-7 in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include, but are not limited to: Compiling information and preparing administrative reports for briefings; maintaining and updating databases and shared computer drives; providing advice and assistance to managers and staff concerning agency personnel processes and procedures; experience using office automation programs such as work processing spreadsheet, graphics, and desk top publishing; and coordinating with management to control purchasing and use of supplies.

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 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.

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:

Primary duties include but may not be limited to the following: Support the full range of workload tracking, compliance, coordination, and related human resources activities.

Performs day-to-day work assignment by exercising considerable independent judgment in the application of appropriate guidelines and policies in achieving organizational goals.

Provide HAS leadership complete and accurate technical and administrative advice and guidance necessary in accomplishing organizational goals, program metrics, as well as advising on rapidly changing directive requirements and their impact on the service line processes.

Meet the needs of internal and external customers while supporting VHA, facility, service line program objectives. Communicates and treats customers in a courteous, tactful, and respectful manner.

Provide the customer with consistent information according to established policies and procedures. Handle conflict and problems in dealing with customers in a constructive and appropriate manner.

Respond in a timely manner to customer inquiries or requests, providing appropriate attention to customer needs.

Recognize and act upon complex situations that require immediate attention and considerable analytical work.

Maintain positive relationship with local/state/national governmental offices in supporting high level customer service to assigned Veterans that have reported issues.

Possess strong professional writing used to compose accurate and precise responses to all reported issues.

Serve as the focal point for all Veteran grievance methods, Congressional inquiries, White House Hotline inquires, etc.

performs research and coordination efforts to identify root causes, process shortfalls that create common complaint areas within HAS to compose appropriate legal responses and correspondence to answer these inquiries.

Requires detailed knowledge of all HAS/ HIMS programs and federal regulatory requirements, is required in order to provide concise responses with clear direction and/or decision to these inquiries.

Upon receipt of a letter from local congressman containing a detailed explanation of the problem, the incumbent takes action to research, rectify the situation, and compose a response to the congressman Provide narrative summaries, white papers, charts, graphs, and briefing books as required.

Develop written issue briefs to describe incidents which occurs Respond to VISN taskers by developing summaries which explain various issues the service is having, so the VISN can use this information when briefing VA leadership on compliance levels and problem areas.

Work closely with managers and supervisors to design and develop administrative processes that address a broad range of workflows involving a diverse group of stakeholders Consult and participate with all members of service leadership in analyzing broad implications of laws, regulations, and policies.

Review of technical and operating procedures within HAS and HIMS, including unified approaches between programs.

Analyzes trends and patterns, which may lead to the development of new methods, criteria, and proposes new policies to the Chief Coordinate and track all the service's human resources activities and ensures all actions are properly completed in accordance with established deadlines.

Serves as the service's liaison to VISN 5 Consolidated Human Resources Service Advise senior managers on a variety of administrative, management, and HR matters.

Provide guidance to other staff members regarding administrative, management, and HR processes, as well as other programs, and regulations Consult with managers and supervisors regarding internal management, organizational and human resources issues.

Coordinate screening panels and interviews for Title 38 Hybrid, and Title 5 recruitments.

Coordinate with subject matter experts to facilitate workgroups and draft new and/or unique position descriptions for the service.

Assist leadership in tracking a variety of employee grievance/EEO complaints Participate in special projects and provides input on projects and studies to supervisors, team leaders, and/or requesters across several areas within HAS.

Set long and short-term goals for the section and plans and organizes the work to achieve program objectives Establish monitors for the productivity, accuracy, efficiency, and efficacy of HAS/HIMS programs.

Work Schedule: Full-time, Monday-Friday, 8:00am-4:30pm Telework: Ad-hoc Virtual: This is not a virtual position Position Description/PD#: Administrative Officer/PD220020 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized