Administrative Officer

Full Job Description

This position is located in the Emergency Medicine Service reports directly to the Corporal Michael J. Crescenz VAMC Associate Chief of Staff.

You will work with a high degree of independence and authority to assist the EM Service Chief and Associate Chief in administrative and management duties with responsibilities that do not require physician knowledge or licensure.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/30/2026.

You may qualify based on your experience and/or education as described below: Experience: Analyze problems to identify significant factors, gather pertinent data, and recognize solutions; Plan and organize work; and Communicate effectively orally and in writing.

Knowledge of VA regulations, directives, and publications as issued from Central Office as well as, local medical center policies.

Knowledge and skill in applying analytical and evaluative methods and techniques in order to address issues or conduce studies to determine the efficiency and effectiveness of program operations and substantive administrative support functions.

Knowledge and skill in adapting analytical techniques and evaluation criteria to the measurement and improvement of program effectiveness and organizational productivity.

Knowledge of laws, regulations, policies and precedents that affect the use of program and related support resources.

Knowledge of substantive programs of the EM Service and support functions to enable the incumbent to recommend changes on administrative policies Performs various unrelated administrative duties, types correspondence according to prescribed guidelines, handles inquires for assistance from the public, patients or other employees, etc.

Must use originality and independence in setting priorities and in approach to accomplish the varied goals in a complex operational setting.

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.

For the GS-9 Level the below is required: 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 1 year equivalent to at least GS-7 Combining Education and Experience: Combinations of successfully completed post-high school education and experience may be used to meet total qualification requirements for the grade levels specified in the table, and may be computed by first determining the applicant's total qualifying experience as a percentage of the experience required for the grade level; then determining the applicant's education as a percentage of the education required for the grade level; and then adding the two percentages.

The total percentages must equal at least 100 percent to qualify an applicant for that grade level.

Only graduate education in excess of the amount required for the next lower grade level may be used to qualify applicants for positions at grades GS-9 and GS-11.

(When crediting education that requires specific course work, prorate the number of hours of related courses required as a proportion of the total education to be used.) 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 and RESPONSIBILITIES Office Operations and Administrative Management - The incumbent will plan, organize and direct the activities of EM Service, Ensuring compliance with legal and regulatory requirements.

- Provides overall administrative management of the EM Service - Aids in enhancing the access to care for Veterans by trending national, VHA, VISN 04, Eastern VISN4 Medical Centers and local data.

- Must have knowledge of and working relationships with multiple programs within the Medical Center, VISN 4 and the University of Pennsylvania.

Contract Administration - Provides expert support and have full authority to determine and ensure resource needs are met for funding issues and contractual arrangements for EM Service Line.

- Will be accountable for ongoing contract management of the EM Common Off -The=Shelf (COTS) contracts, including but not limited to LOGICARE, AMION and TheraDoc.

Budget/Finance - The incumbent will formulate and submit budget plans each fiscal year, providing advice and assistance to the EM Service Chief as to funds available and how to maximize actual dollar allocations.

- Allocates funds to the correct control fund points and communicating this information to the Facility Fiscal Officer or Budget Analyst.- responsible for managing the fund control points for the services and acts as the FCP Clerk.

- Coordinates the preparation of business travel requests for clinical staff for them to meet required continuing education training or attend learning seminars.

- Participates in service line's planning processes, assists in the preparation of documents and takes initiative to identify needs and potential administrative issues/concerns and devises flexibility in operations and cost effective approaches to the resolution of problems withing the assigned areas.

Information Technology Support - serves as the Automated Data Processing Application Coordinator for the services - Will be accountable for management of the EM core software and Common Off the Shelf packages, including but not limited to Emergency Department Information Software, LOGICARE, AMION and TheraDoc which all will include acting as the POC for assigning new staff appropriate menus, retrieval of data, and developing and analyzing reports generated from this data, as well as first line trouble shooting of issues and escalation as appropriate.

FACTOR LEVELS Factor 1- Knowledge Knowledge of VA regulations, directives, and publications as issued from Central Office as well as, local medical center policies.

Knowledge and skill in applying analytical and evaluative methods and techniques in order to address issues or conduce studies to determine the efficiency and effectiveness of program operations and substantive administrative support functions.

Knowledge and skill in adapting analytical techniques and evaluation criteria to the measurement and improvement of program effectiveness and organizational productivity.

Knowledge of laws, regulations, policies and precedents that affect the use of program and related support resources.

Knowledge of substantive programs of the EM Service and support functions to enable the incumbent to recommend changes on administrative policies Factor 2- Supervisory Controls - Within a framework of priorities, funding and overall project objectives the employee and supervisor develop a mutually acceptable project plan which typically includes identification of the work to be done, the scope of the project, and deadlines for its completion.

Factor 3 - Guidelines - Include VA regulations, Medical Center policies, service policies, accreditation standards, program manuals, primary care guides, and knowledge of the organization's evolving organizational structure and program changes.

Factor 4 - Complexity - Performs various unrelated administrative duties, types correspondence according to prescribed guidelines, handles inquires for assistance from the public, patients or other employees, etc.

- Must use originality and independence in setting priorities and in approach to accomplish the varied goals in a complex operational setting.

Factor 5 - Scope and Effect -Usually works independently and takes initiative on routine tasks, as well as, new and unusual situations, requiring the attention of the action by the EM ACOS Promotion Potential: This position is advertised at full performance Work Schedule: Monday - Friday 8:00 am - 4:30 pm Telework: This position may be authorized for telework.

Telework eligibility will be discussed during the interview process. Position Description/PD#: Administrative Officer/PD01654O Physical Demands- the work is a mix of sedentary and physical movement.

The incumbent will need to round in the ED, check equipment, reach high shelves in order to locate or to inspect ED equipment.

This position occasionally requires carrying objects such as files, books, and papers, up to 25 pounds.