Administrative Officer

Full Job Description

This position functions as the Administrative Officer for the Department of Geriatrics and Extended Care Services for the Phoenix VA Medical Center, and is responsible for coordination and monitoring of all Nursing Geriatrics and Extended Care Services administrative programs.

They apply analytical and evaluative skills with specialized principles and practices of management to advise, collaborate, and carry out responsibilities of the position.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 02/24/2026.

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 s 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: Perform a variety of administrative management functions such as budgeting, financial tracking, procurement, and human resources coordination.

Apply analytical and evaluative techniques to identify issues, assess program or operational effectiveness, and recommend improvements to administrative processes.

Interpret and apply regulations, policies, and procedural guidelines to resolve administrative problems and ensure compliance.

Prepare reports, briefing materials, and correspondence for management review and decision-making.

Utilize automated systems and office software to manage data, track actions, and produce accurate documentation.

Communicate effectively, both orally and in writing, to coordinate activities and provide guidance to staff on administrative matters.

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, or an LL.B.

or J.D. in a related field that demonstrates the knowledge, skills, and abilities necessary to do the work of this position. NOTE: Transcripts must be submitted with application.

Education cannot be credited without documentation. Combination: Applicants may also combine education and experience to qualify at this level.

You must have an combination of specialized experience and education beyond graduate level education (in excess of the first year or 18 semester hours) and specialized experience to meet total experience requirements.

NOTE: If using education combined with specialized experience to qualify, a copy of your transcript is required.

You will be rated on the following Competencies for this position: Attention to Detail Decision Making Reasoning Self-Management 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 in nature. There are occasions when the incumbent will be required to walk to different areas of the facility while performing their duties.

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:

Duties include, but may not be limited to the following: Oversees and facilitates the administrative management for Geriatrics and Extended Care Services.

Analyzes and evaluates problems, makes recommendations, and devises solutions to systems administration, training management, publication management, and data management within the department.

Designs and implements policies, and procedures to manage administrative and personnel related functions.

Reviews and evaluates guidance on various functions and procedures, identifies problem areas, and implements or recommends actions to improve procedures and increase efficiency, eliminate problems, and conform to policy requirements.

Responsible for generating reports, aggregating data, and presenting information in committees, meetings, or board presentations. Provide full staff assistance on administrative matters.

Ensures that Geriatrics and Extended Care Services meets accreditation standards. Reviews, plans, and recommends actions to be taken.

Provides professional and administrative advice, support, and assistance to all customers with a view to accomplish the mission of Geriatrics and Extended Care Services and the Medical Center.

Performs service performance improvement monitoring and other service-related performance measures.

Reviews, analyzes, and interprets incoming requests, recommends appropriate actions, or suggest alternatives based on knowledge of internal operations, agency policies, and budgetary constraints, and business needs.

Responsible for the completion of suspense's assigned by the PVAHCS Department of Nursing as demonstrated by well-developed organizational skills.

Tracks all Geriatrics program progress toward meeting all mandatory Geriatrics and Extended Care Services requirements, follows up with staff to ensure 100% compliance of the department.

Reports any deficiencies which cannot be resolved to the Chief Nurse Geriatrics and Extended Care Services.

Assists with budget formulation, justification, and execution; financial management and financial reporting.

Oversees monitoring of multiple specialty programs, program implementations, and ensures strategic alignment and goal setting.

Prepare proposals for work, acting as a Contracting Officers Representative (COR) for equipment and service procurements, and/or maintaining procurement records.

Manage multiple procurements that may require varying approaches, assist in the initiation and preparation of procurements to secure adequate resources to facilitate operations, which may include determining appropriate costs, performing costs analysis, soliciting bids, writing sole source justifications, and communicating both orally and in writing with vendors/contractors.

Compiles information and prepares administrative reports for management briefings and for sharing with work groups.

Monitors balances, and status of projects, fund control points (FCP), and recommends reprogramming of funds as needed.

Reviews office needs to plan and develop budget data and justification for review and approval.

Provides professional and administrative advice, support, and assistance to all customers with a view to accomplish the mission of the Department and the Medical Center.

Establishes internal management control procedures to ensure adequate control in terms of deadlines, progress reports, and directives.

Reconciles all reports with expenditures made from all the cost centers. Serves as the Custodial Officer for equipment inventory lists assigned to the service line.

Serves as primary point of contact for office visits with vendors and other VA services.

Analyzes work processes and products to determine methods for evaluating customer satisfaction; designs surveys, questionnaires, or other products for obtaining customer feedback from supervisors, employees, and the public who encounter department staff.

Assists staff in the preparation of audiovisual slides, handouts, etc. to best meet presentation needs. Additional administrative duties as assigned.

Work Schedule: Monday - Friday: 7:30am - 4:00pm or 8:00-4:30pm (adjustments can be discussed during the interview) Virtual: This is not a virtual position Position Description/PD#: Administrative Officer/PD144320 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized