Administrative Officer

Full Job Description

This position functions as Administrative Officer (AO) for the Department of Nursing Medicine Specialty, Nursing Services, Phoenix VA Medical Center, located in the medical center, and is responsible for the coordination and monitoring of all Nursing Medicine Specialty administrative programs.

The AO applies analytical and evaluative skills; along with, specialized principles and practices of management to advise, collaborate, and carry out assigned 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 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: Coordinating and monitoring the functions of administrative services within an office; managing budget activities; assisting with contracting functions and managing procurement; assisting with human resources functions to include recruitment, position classification, performance, training, etc.; preparing letters, reports and presentations; retaining procurement records and reconciliations; making space utilization recommendations.

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.

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

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

You will be rated on the following Competencies for this position: Administration and Management Attention to Detail Customer Service Decision Making Reasoning 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.

Work is typically performed in an adequately lighted and climate-controlled office. May require occasional travel.

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 are not limited to: Assists with budget formulation, justification, and execution, financial management and financial reporting.

Compiles information and generates reports, aggregates data, and presents information in committees, meetings, or board presentations.

Initiates and prepares procurement contracts, as the Contracting Officers Representative, to secure adequate resources to facilitate operations.

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

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

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

Assists management in developing and maintaining sound organizational structures to ensure the effective use of people, time, and money.

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.

Assists staff in the preparation of audiovisual slides, handouts, etc. to best meet presentation needs.

Performs quality management activities, which are designed to improve quality of transaction procession, customer service activities or other procedures.

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

Oversees the monitoring of multiple specialty programs, improvement measures, patient flow, new clinic and program expansion and implementation, strategic alignment, and goal setting.

Assists management in projecting staffing needs for multiple specialty programs, preparing reports on adherence to these programs.

Reviews, interprets, and provides recommendations for the revision of regulatory guidelines, policies and standing operating procedures pertinent to personnel administration and all activity operations.

Maintains and monitors all mandatory requirements for regulatory agencies and licensing. Oversees and facilitates the administrative management of the service.

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

Performs costs analysis, solicits bids, writes sole source justifications, and communicates both orally and in writing with vendors/contractors Ensures that all expenditures are properly authorized and documented.

Reconciles all reports with expenditures. Reviews financial reports and resolves discrepancies with the appropriate accounting office.

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

Assists in preparation for various regulatory visits and inspections. Additional administrative duties as assigned.

Work Schedule: Monday - Friday, 7:30 am to 4:00 pm OR 8:00 am to 4:30 pm, (adjustments can be discussed during interview) Virtual: This is not a virtual position.

Position Description/PD#: Administrative Officer/PD143950 Relocation/Recruitment Incentives: Not authorized. Critical Skills Incentive (CSI): Not Approved.

Permanent Change of Station (PCS): Not Authorized.