Administrative Officer

Full Job Description

The position is in the VA Loma Linda Healthcare System in the Emergency and Inpatient Care Services (EICS).

The Chief of EICS aligns under the facility Chief of Staff and is responsible for Emergency Department and Hospitalists, including all associated programs and processes.

The EICS is a large, complex, and very active service including both inpatient and outpatient services across the specialties of Emergency Department and Hospitalists.

Directly reports to Chief of EICS. To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 04/13/2026.

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 level. For a GS-11 position you must have served 52 weeks at the GS-09 level.

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 (1) 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: Evaluate the service line fiscal projections, workload, workflow, and substantive administrative functions.

Knowledge of pertinent laws, regulations, policies as well as credentialing and accreditation requirements. Work process, and administrative operations of organization to include clinical systems.

Ability to analyze administrative or operational problems, and oral recommendations which affect the management of the service line.

Knowledge of budget and fiscal management considerations in order to make budget projections. OR, Education: Applicants may substitute education for the required experience.

To qualify based on education for this 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 (TRANSCRIPT REQUIRED).

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

You must have an combination of specialized experience and education beyond higher level graduate education leading to a master's degree, a masters degree, or equivalent graduate degree (TRANSCRIPT REQUIRED).

GS-11: Specialized Experience: You must have one (1) year of specialized experience equivalent to at least the next lower grade GS-09 in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include, but are not limited to: Ability to productivity charting, workflow, job structuring, organizational design.

Knowledge of contracts, agreements, and cooperative arrangements with other government agencies, universities, or private organizations.

Policies and directives originating from VA headquarters, VISN and facility center memoranda.

Use of computer equipment and software such as Word, Excel, Power Point, Outlook, Access and VA databases to extract and organize data, produce letters, memorandums, and other documents, spreadsheets.

OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a Ph.D.

or equivalent doctoral degree 3 full years of progressively higher level graduate education leading to such a degree (TRANSCRIPT REQUIRED).

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

You must have an combination of specialized experience and education beyond higher level graduate education leading to a Ph.D. degree or Ph.D. or equivalent doctoral degree (TRANSCRIPT REQUIRED).

Preferred Experience: 2-3 years Program Support Assistant experience in a large clinical service. Prior Administrative Officer experience. COR II Trained. Credential and Privilege with OPPE/FPPE.

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 duties include but are not limited to: Assists the Chief of EICS in formulation of long and shortrange administrative policies and plans to ensure program and provider compliance with performance standards and outcome measures for EICS.

Works closely with the facility Group Practice Management (GPM)Team in reviewing data supporting clinical in/outpatient performance measures and potential recommendations for improvement.

Conducts special studies of data provided by established programs such as file man, pyramid analytics, EICS metadata, and the consult management dashboard.

Collaborates with the EICS Chief within the Office of the Chief, gathering data and providing thorough analysis, applying an understanding of the unique characteristics of Process and Employee Refusal Prevented Critical Suicide Prevention Plans from being mailed.

Coordinates the internal gathering of data to ensure that all providers in EICS are meeting performance standards, completing mandatory annual training, and completing workload in a timely manner.

Compiles, coordinates and completes responses that relate to recurring, nonrecurring and special reports requested by regional, national, congressional, state and national organizations.

Responds to difficult patient and staff issues including issues requiring preparation of appropriate written responses and recommendations.

Performs audits necessary for continued accreditation, conducting the review and assembling data for approval.

Leads in administering programs concerning such matters as equal opportunity, merit promotion, labor management relations, and position management.

Serves as key figure in manpower utilization program assuring recruitment and retention within approved ceilings are maintained.

Reviews orders to verify their need and ensures that each section receives the appropriate share of the funds available.

Identifies developmental and training needs of employees, providing or arranging for needed training.

Develops, interprets, applies, and integrates objective criteria and acceptable standards for use in monitoring activities.

Advises and provides counsel to employees regarding policies, procedures, and directives of management.

Oversight the EICS budget including fund control points, overtime, and personal service dollars, keeping the Chief, EICS informed and working with EICS personnel responsible for maintaining fiscal solvency.

Gathers and analyzes budget needs of the Medical Center and supervises all phases of budgeting within administrative requirements.

Formulates and executes annual budget including salaries, travel, supplies, equipment, and all other general operating expenses. Performs other related duties as assigned.

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: Monday through Friday, 7:30am to 4:00pm. Virtual: This is not a virtual position.

Position Description/PD#: Administrative Officer/PD138420 Relocation/Recruitment Incentives: Not Authorized. Critical Skills Incentive (CSI): Not Approved.

Permanent Change of Station (PCS): Not Authorized.