Administrative Officer

Full Job Description

The Administrative Officer serves as the subject matter expert for all administrative community care processes, to include: identify, analyze, and make recommendations to resolve facility wide problems and situations in work-flow, work distribution, staffing, organizational structure, and/or administration.

Implementation will often require training staff within and outside of the service to include other facility service lines as well as community providers and their staff.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/16/2026.

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: Serve as the subject matter expert for a variety of program specific policies and standard operating procedures to include those from the Office of Community Care, Office of Veterans Access to Care, Health Information Management, as well as VISN and locally developed policies and SOPs Work independently to oversee the administrative functions and processes with authority to develop and implement correction actions and process improvement.

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 GS-11 Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-9 in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include, but are not limited to: Serve as the subject matter expert for a variety of program specific policies and standard operating procedures to include those from the Office of Community Care, Office of Veterans Access to Care, Health Information Management, as well as VISN and locally developed policies and SOPs Work independently to oversee the administrative functions and processes with authority to develop and implement correction actions and process improvement.

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-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:

The major duties of the Administrative Officer will include but may not be limited to the following: Assist management in identifying its financial, personnel and material needs and problems Develop budget estimates and justifications; making sure that funds are used in accordance with the operating budget Guide management on the development and maintaining sound organization structures, improving management methods and procedures, and seeing to the effective use of personnel and resources Work independently to oversee the administrative functions and processes with authority to develop and implement correction actions and process improvement Collaborate with personnel specialists in finding solutions to management problems arising out of changes in work which have an impact on jobs and staff Advising on and negotiating contracts, agreements, and cooperative arrangements with other medical centers, outside medical facilities, private organizations, or other government agencies Coordinate and consult with staff inside and outside of the community care service line on administrative matters.

Responsible for getting key administrative management work done or how to obtain a variety of management services essential to the direction and operation of the service Monitor and coordinate controversial personnel matters such as personnel hiring, removal and suspension actions, EEO complaints, denial of within grade actions, etc.

where such involvement can minimize the time required for the Chief, Care in the Community to take action Monitor and coordinate special emphasis programs such as Affirmative Action, Handicap, light duty accommodation, and other actions as directed by the Chief, Care in the Community Screen all personnel action requests for the service and completes actions not requiring the personal attention of the Chief, Care in the Community Maintain pertinent staff information and keeps the Chief informed on matters such as retirements, resignations.

adverse actions, reassignments or downgrades, high grade vacancies, etc Serve as the subject matter expert for a variety of program specific policies and standard operating procedures to include those from the Office of Community Care, Office of Veterans Access to Care, Health Information Management, as well as VISN and locally developed policies and SOPs Develop and implement local policies that align with the national and VISN policies while taking into account local considerations Train CITC staff, as well as staff at various levels across the medical center, including Executive Leadership and staff at CBOCs, on policy changes/updates.

Report monthly to the Care in the Community Oversight Council Manage ITAC responsibilities and ensures that staff are trained and up to date with all available and applicable computer programs and equipment Coordinate Performance Management and Risk Management Program activities for the service, which include periodic reports of the quality of service provided, compliance with OSHA standards, and maintenance of provider specific performance improvement data system Ensure the establishment and documentation of evaluation criteria, feasibility and conformity of the methodology for conducting reviews; timely completion of reviews; documentation of monitoring results; and follow-up to correct any deficiencies or problems identified.

In addition, ensure that there is a systematic approach to the assessment of performance Ensure assessment and improvement activities are organized around the flow of patient care, placing emphasis on the integrated and interrelated governance, managerial support and clinical processes affecting patient outcome Administer the internal review, quality, and productivity initiatives for the organization Administer the program for evaluating the quality of service provided by Care in the Community providers Monitor and evaluates the effectiveness of the programs throughout the Care in the Community service Analyze and develops procedures and recommendations to effect policy changes and augment program effectiveness Communicate effectively with all levels of staff in a clear and concise manner.

Incumbent keeps the executive team informed of changes in program directives, policies, laws, precedents, etc.

that affect information in a warm and sincere manner Promotion Potential: The selectee may be promoted to the full performance level (GS-11) 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: Full-time, Monday-Friday, 8:00am-4:30pm Telework: Ad-hoc Virtual: This is not a virtual position.

Position Description/PD#: Administrative Officer/PD210020 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized