Administrative Officer

Full Job Description

This position is located within the Primary Care Service at the Lexington VA Health Care System and reports to the Chief of Primary Care.

The position exercises independent authority in the oversight of staff, budget management, operational continuity, and compliance with national and local standards.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 04/02/2026.

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-9 position you must have served 52 weeks at the GS-7. 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 at least one (1) full year of specialized experience equivalent to at least the next lower grade level (GS-7) in the Federal Service, that is directly related to the work of the position and has equipped you with the particular knowledge, skills and abilities to successfully perform the duties as an Administrative Officer.

Qualifying specialized experience includes: Knowledge of VA and VHA policies, federal regulations, and administrative procedures to independently analyze, manage, and improve a broad range of programs that support access, efficiency, and provider performance; Knowledge in applying both qualitative and quantitative evaluative techniques to assess the effectiveness of programs and recommend improvements; Knowledge of conducting cost-benefit analyses, workload forecasting, resource modeling, and variance analysis to guide short- and long-term decision-making; Expert communication skills-both written and verbal-are essential to author policy, prepare business justifications, develop strategic plans, and represent the service at executive-level briefings; and Ability to practice independent judgment, program leadership, and the ability to manage competing priorities across multi-site, interdisciplinary teams.

OR, Education: Applicants may substitute education for the required experience.

To qualify based on education for this grade level you must have a masters degree or two full years of progressively higher-level graduate education leading to such a degree.

NOTE: Transcripts must be submitted with your application materials. Education cannot be credited without documentation.

OR, Combination: Applicants may also combine education and experience to qualify at this level.

You must have a combination of specialized experience and education beyond graduate level education (in excess of the first two years or 36 semester hours) and specialized experience to meet total experience requirements.

(Transcripts must be submitted with application) 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 primarily sedentary, performed in an office setting with frequent use of a computer, telephone, and standard office equipment.

Some walking between departments and across divisions is required. Occasional lifting of supplies, files, or laptops may be necessary.

Travel to Community-Based Outpatient Clinics (CBOCs) using a government vehicle occurs several times per month and may require transporting materials or attending on-site meetings.

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 position is responsible for supervising three administrative staff members, coordinating FLOAT provider utilization, managing clinic access and schedule templates, and providing administrative leadership over provider-related processes including Market Pay, Pay for Performance, panel reviews, and productivity tracking.

The incumbent will serve for both Primary Care and Optometry, providing comprehensive operational oversight, strategic leadership, and personnel management for two complex, multi-site clinical services.

This position also provides full business and operational support to Optometry, including fund control point (FCP) tracking and administrative liaison responsibilities.

Duties include, but may not be limited to the following: Leads short- and long-term planning initiatives across both Primary Care and Optometry.

Develops business plans that align with VA and VISN goals for clinical access, space utilization, staffing efficiency, and performance improvement.

Participates in executive-level strategy meetings and represents both services in facility-wide planning discussions, including clinic expansion, redesign efforts, and special projects related to Veteran access.

Provides formal supervision to a multidisciplinary administrative team consisting of one GS0303-05 Program Support Assistant, one GS 0303-07 Program Support Assistant, and one GS 0343-09 Management and Program Analyst.

Oversees all phases of supervision, including performance plans, mid-year and annual appraisals, progressive discipline, and workload prioritization.

Manages service-wide clinic operations including provider scheduling templates, DOA tracking, surrogacy assignments, and cancellation coordination.

Reviews and approves clinic profile updates, grid changes, and scheduling adjustments in collaboration with Nurse Managers and DSS support.

Prepares recurring reports for service chiefs and facility leadership detailing clinic utilization, provider productivity, and staffing trends to support performance improvement.

Maintains provider coverage dashboards, monitors unplanned leave or callouts, and executes contingency plans such as clinic consolidations or surrogate coverage.

Independently manages the Market Pay Review and Biennial Review process for all Primary Care MDs.

Coordinates data collection, productivity validation, timekeeping verification, and memo preparation for board review.

Works directly with HR to ensure that documentation meets national guidance and submission timelines. Monitors expenditures and reconciles monthly balances with Fiscal Service.

Coordinates all supply and procurement requests for Optometry and assists the Chief of Optometry with space requests, scheduling concerns, and administrative tasks. Other duties as assigned.

Work Schedule: Monday-Friday 8:00am-4:30pm Telework-ADHOC: This position may be authorized for ADHOC telework. Telework eligibility will be discussed during the interview process.

Virtual: This is not a virtual position.

Position Description/PD#: Administrative Officer/PD600117 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized