Administrative Officer

Full Job Description

The Administrative Officer will serve as the Business Manager for Facilities Management Service (FMS), which encompasses maintenance and repair of buildings, utility systems, safety management, fire protection, recurring and non-recurring maintenance projects, construction, project development and design, transportation of patients, space utilization, interior design, moving and relocation services, environmental management, and long term facilities planning.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/18/2026.

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.

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: Creating reports, coordinating and scheduling meetings, and submitting requests/work orders using a personal computer and office automation programs (such as word processing, spreadsheets, etc.); accurately preparing timecards for submission and processing; managing and balancing financial aspects of general fund control points and purchase procedures; and performing various human resources/personnel management duties related to recruitment, disciplinary actions, and/or awards.

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 of the Administrative Officer will include but may not be limited to the following: Serves as a critical resource for FMS, responsible for assisting the Chief, FMS in planning, organizing, directing, evaluating, coordinating, and integrating all FMS contracts.

Serves as the primary Contracting Officer's Representative (COR) for FMS.

Serves as the principal liaison between the Projects Section Supervisor, M&O Supervisor, Housekeeping Officer, Biomedical Engineering Supervisor, Safety Section, in all matters relating to service level contract administration.

Coordinates, develops, and managers all administrative programs including formulation and implementation of contract budgets, quality assurance, surveillance planning, contract requirements, and training requirements for end users of equipment or supply purchases.

Maintains accurate schedules of contractor's period of performance, and ensures follow on contracts or option years are exercised in a timely manner.

Monitors contract performance and maintains accountability of all deliverables. Assists with the development of the facility Strategic Capital Investment Planning.

Responsible for assisting the Chief, FMS and the FMS section supervisors in formulating, organizing, and developing the annual Business plan along with the Annual Budget.

Manages annual review of all the Engineering Equipment Inventory Listing (EIL) for non-expendable equipment that requires periodic inventory and replacement.

Monitors completion of work orders and Environment of Care Committee Rounds Inspections (EOCC) work orders to ensure FMS is meeting objectives for environment of care issues affecting the health care system.

Advises management officials, supervisors, and employees on the interpretation and application of a variety of human resources policies, practices, and procedures including staffing, classification, employee relations, benefits, and related areas.

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, 8:00am-4:30pm Telework: This position may be authorized for Ad-Hoc telework.

Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position.

Position Description/PD#: Administrative Officer/PD038670 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized