Administrative Officer

Full Job Description

Administrative Officer (Dental) The position is located at the Central Virginia VA Health Care System (CVHCS) in Richmond, Virginia.

The incumbent serves as the Administrative Officer for Dental Services and as such directs and coordinates the administrative, operational, and planning activities within the service.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 04/06/2026.

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.

SPF: Demonstrated experience performing comprehensive administrative management in a clinical healthcare service, including responsibility for contract administration (serving as or supporting a Contracting Officer Representative), budget formulation and execution, human resources coordination, space and equipment management, and operational planning to support a clinical program such as Dental Services.

Applicants must show proficiency in analyzing and interpreting administrative data, coordinating service operations, and ensuring compliance with VA regulations, policies, procurement requirements, and accreditation standards.

QRF: Demonstrated excellence in managing complex administrative operations in a clinical healthcare service, with a proven ability to optimize workflow, strengthen organizational efficiency, and support high-quality clinical care delivery.

This includes: Exceptional skill in applying analytical and evaluative techniques to identify operational issues, conduct workload and trend analyses, develop solutions, and prepare data-driven recommendations to improve service efficiency, productivity, and resource utilization.

Advanced proficiency in budget planning, execution, and fiscal oversight, including management of fund control points, development of cost analyses, monitoring expenditures, and ensuring compliance with fiscal regulations and internal controls.

Strong capability in contract management and COR level responsibilities, including preparing statements of work, performing market research, analyzing cost estimates, maintaining procurement records, and ensuring contract compliance with VA requirements.

Demonstrated strength in personnel administration, including recruitment support, position management, performance management, employee relations, disciplinary actions, and collaboration with HR specialists to resolve personnel matters.

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-7 in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include, but are not limited to: Knowledge of VACO/VISN metrics and accrediting bodies, policy, procedures, and regulations, of The Joint Commission standards, Knowledge of Human Resources Management regulations specifically but not limited to recruitment, performance management, position management, incentive awards, leave administration, workload distribution, Knowledge and skill in the use of word processing, data base and spreadsheet programs to use computers and software to support the conducting of management studies, production of data, maintaining information in a specific manner.

Extensive experience with Microsoft, Excel and PowerPoint and an ability to use these programs to support the duties and responsibilities required for this position, OR Education: Applicants may substitute education for the required experience.

To qualify based on education for this grade level you must have successfully completed a master's or equivalent degree or successful completion of two full years of progressively higher level of graduate education leading to a master's degree or completion of a L.L.

B. or J.D. that is related to the position being filled. (Transcripts 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 a masters degree..

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/.

Preferred experience: Experience providing administrative leadership within a clinical healthcare service, including coordinating operational, planning, and administrative activities across a complex service line such as Dental.

Demonstrated proficiency in contract administration, including serving as a Contracting Officer Representative (COR), developing statements of work, conducting market research, drafting procurement documentation, and ensuring compliance with VA contracting regulations.

Experience with budget formulation, execution, and fund control, including managing cost centers, analyzing budget needs, developing cost ceilings, tracking expenditures, and applying budgetary policies and internal controls.

Proficiency with administrative and clinical data systems, including Microsoft Office Suite (Word, Excel, PowerPoint), VHA systems such as VSSC, VISTA, CPRS, and ROIS, and the ability to extract, analyze, and present data for decision-making.

Major Duties:

Key functions of the position include primary Contracting Officer Representative (COR), assisting in strategic planning; creating and maintaining statistical data for decision-making purposes; developing and monitoring cost effective programs; developing clinical policies as appropriate and developing methods and tools to evaluate program activities and effectiveness.

Coordinate's activities perform analytical trending and evaluative work associated with the clinics.

Incumbent ensures that all contracts are developed, maintained, and implemented in accordance with Department of Veterans Affairs mission, regulation, and directives in addition to the Central Virginia VA Health Care System (CVHCS) policies Administrative Management: Initiates human and resource management requests and track & monitor recruitment to hire.

Administers space and equipment programs. Establishes HR/Equipment/Space Policy for the unique and/or complex organization of Dental Services.

Incumbent is responsible for constant surveillance, evaluation and planning to ensure efficient utilization of space based on constantly changing and ever-increasing program demands Ensures the integration of clinical and administrative services provided within Dental Services are aligned with those of the CVHCS and VISN and works with clinical leadership to ensure the implementation of safe, effective, and efficient care for the Veterans.

Interacts with management and program officials to resolve resource problems and conflicts.

Keeps the Chief and top management officials appraised of administrative activities and situations within Dental Services which could impact on management decisions/actions.

Initiates and reviews outgoing correspondence, under the supervision of the Chief for determination of accuracy of information, proper composition, proper format, and whether such correspondence conforms to current VA policies, instructions, and regulations, as well as the viewpoint of the Chief Budget Guidance and Administration Incumbent has full authority for fund control points.

Incumbent gathers and analyzes budget needs of the Service; and oversees all phases of budgeting within administrative requirements.

Plans a system of internal controls which assures the fiscal management of the Medical Center is maintained on a sound basis in accordance with generally accepted accounting practices.

Incumbent assists in the formulation and execution of annual budget for the clinics to include salaries, travel, supplies, equipment, and all other general operating expenses.

Assembles and compiles budget information and maintains running account of funds allocated and expended in all sub accounts and makes interim adjustments where necessary by applying the basic knowledge and understanding of budgetary policies, procedures, and regulations.

Personnel Administration and Management Work Incumbent represents management at labor management meetings, provides information, and resolves conflicts and /or problems that may arise and assures management officials are familiar with the negotiated agreement.

Incumbent listens to problems and concerns of clinic employees and helps when possible or secures advice from Personnel Services.

Acts as the liaison with the human resources office concerning personnel-related matters. Coordinates and participates in disciplinary actions and responds to appeals and grievances.

Attends hearings when requested. This may involve working with District Counsel, Special Counsel, EEO Investigators, and others in resolving personnel problems and taking personnel actions.

Plays a central role in developing and coordinating internal review systems to assure that both clinical and administrative activities comply with agency and accrediting and regulatory requirements Accreditation and Program Administration Provides for full administration of reporting, evaluation, and fee requirements associated with the Accreditation of the organization and establishes procedures to meet unusual or unique standards.

Incumbent is fully aware of quality assurance aspects. Assembles and monitors current required materials to assist the Chief with satisfying requirements.

Incumbent performs audits necessary for continued accreditation conducting the review and assembling data for approval Work Schedule: 0800-1630, Monday-Friday.

Telework: Ad-Hoc Virtual: This is not a virtual position.

Position Description/PD#: Administrative Officer/PD031950 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized