Administrative Officer

Full Job Description

This position is the Administrative Officer for the Audiology Service at the Hershel "Woody" Williams VAMC in Huntington, West Virginia.

The incumbent is responsible for obtaining and providing services essential to the management and operation of the service line, including budget and fiscal activities, personnel, supplies, space, equipment, contracts, administrative management, and management analysis.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 02/13/2026.

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. 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: 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.

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.

Education Applicants may substitute education for the required experience.

To qualify based on education for the GS-9 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~ A combination of specialized experience and education. A transcript must be submitted with your application if you are basing all or part of your qualifications on education.

Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment.

You can verify your education here: http://ope.ed.gov/accreditation/.

If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education.

For further information, visit: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.

Preferred Experience: Familiarity with VHA policies, procedures and systems (e.g. Vista, CPRS, DSS, VSSC, HR Smart).

Experience with personnel actions, supply chain management, and equipment procurement. Ability to collect, analyze and present data related to clinic performance, productivity and patient outcomes.

Experience with Microsoft applications (e.g. Word, Excel, PowerPoint, SharePoint) and VA-specific dashboards (VSSC, Power BI). Experience in leading project improvement projects.

Physical Requirements and Work Environment: The work is primarily sedentary and is usually accomplished while seated at a desk or table, typically in an adequately lighted and climate controlled office.

Some standing, walking, bending and lifting (up to 40 lbs.) is required.

Physical exertions including stretching, reaching and pulling or pushing cares occurs when assisting with inventories or activities involving retrieving items from shelves and cabinets.

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: Resource Planning and Management Analysis: Contributes to Service Line annual and long-range plans by collecting, combining, and analyzing budget, expense, and resource use metrics; manpower, personnel, and position information; space and equipment needs & requirements to develop recommendations and plans that incorporate all Service Line resource needs and meet the intent and requirements of the facility, VISN 5 and VHA policies, plans, goals, and guidance.

Coordinates and reconciles the needs of the service line in project planning, including implementation of stated goals and objectives as determined by annual operational planning.

Conducts management information studies.

Analyzes management techniques, processes, and styles and reviews documentation protocols and controls, files, directives, forms, record control and disposal procedures, and office automation to make recommendations for improving various administrative and management functions.

Evaluates organization charts, workflows, performance and productivity metrics, budget plans, administrative processes and requirements, employee, and position data to analyze manpower and resource utilization, work distribution, and management controls.

Human Resources: Interprets human resources regulatory, policy, and procedural requirements. Tracks staff data to ensure they're current on licensures, competencies, and performance appraisals.

Coordinates onsite continuing education offerings for the staff audiologists with the hearing aid manufacturers on the national hearing aid contract.

Reviews the utilization of the non-clinical staff assigned to the service line. Conducts staffing studies, recommends staffing levels, and submits requests to the Resource Management Committee.

Provides guidance to service line staff regarding changes in tour of duty and overtime authorization.

Prepares data and business case analysis presentations as needed by executive leadership, VISN leadership and other stakeholders.

Advises and assists management on issues that are sensitive or controversial.

Facilitates conflict resolution in employee-employee grievances, patient-clinician grievances and dissatisfaction at the Service level.

Makes recommendations to the Service Chief regarding Labor Management responsibilities according to the negotiated agreements.

Administrative Support: Reviews medical center policies and procedures, communicating new policies or policy changes to Audiology Service employees as appropriate.

Facilitates and monitors affiliation agreements with various higher level educational institutions and provides program coordination with analytical and managerial support.

Answers phones, directs calls, fields calls, takes messages, follows-up on messages, researches answers to questions, and follows through on tasks.

Report and correspondence manager for the service, ensuring timely and accurate responses to local, network and national EV's.

Audiology Records Liaison Officer, responsible for the storage, upkeep and destruction of all official VA records Develops and submits clinic profile requests and diligently monitors appropriate clinic utilization of complex scheduling packages to ensure accuracy and to avoid issues with patient care services for various audiology clinics.

Program Support: Researches legal and regulatory rulings and secures legal opinions when necessary.

Interprets regulations, monitors performance measures Assists with the coordination and development of the Audiology performance improvement program and monitors compliance to the plan.

Monitors workload and productivity data for tracking and planning purposes. Tracks consult metrics to ensure compliance with performance standards.

Leads education of clinical and clerical staff regarding consult performance, including but not limited to dissemination of consult guidelines and policies, education regarding utilization of Consult Toolbox, fielding/answering questions for entry/acceptance/completion of consults to and/or from Audiology Service.

Assists with the coordination of Joint Commission reviews. Serves on ad hoc task forces for workflow improvements and Systems Redesign. Perform other duties as assigned.

Work Schedule: Monday-Friday, 07:30am-4:00pm 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/PD2400090 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized