Administrative Officer

Full Job Description

The Administrative Officer position is located at the VA San Diego Healthcare System within Healthcare Technology Management (HTM) Service.

HTM consists of three sections Clinical Technology Management, Operations, and Patient Support Device Division.

The incumbent supports all aspects of HTM in conjunction with technical support operations.

The incumbent reports directly to the Deputy Chief Biomedical Engineer, who directs administrative and operational activities for HTM.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 04/28/2026.

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: Grade Requirements: Administrative Officer, GS-09 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: collaborating with Human Resources by coordinating onboarding and offboarding processes, maintaining accurate employee records, leading HR-related meetings, and ensuring timely management of timekeeping, labor mapping, and other personnel administrative actions; performing administrative, financial, and contracting management; providing comprehensive support in budget formulation, financial oversight, procurement coordination, and regulatory compliance; developing annual budget forecasts, monitoring expenditures, managing purchase card and control point activities, and functioning as a Contracting Officer Representative (COR) for assigned contracts; Overseeing key administrative operations including training coordination, and performance reporting through the computerized maintenance management system (CMMS); Ensuring alignment with accreditation standards, maintaining documentation required for audits and inspections, supporting quality assurance initiatives, and providing analytical guidance to HTM leadership to enhance service efficiency, compliance, and resource stewardship; serving as liaison with internal/external stakeholders including fiscal, supply chain management, contracting vendors, etc.

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 LL.B.

or J.D., if related. 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 1 full year of graduate level education.

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 include, but are not limited to the following: Serves as the primary timekeeper for HTM in VA Time and Attendance System, overseeing leave and premium pay requests for HTM employees.

Acts as the primary Personal Identity Verification (PIV) card sponsor and Network Access Request (NARS) for HTM Service and develops and maintains a HTM roster document the includes employee name, title, phone numbers, and tour of duty.

Acts as a control point clerk, purchase card holder, and purchase card approving official and coordinate and conduct audits as directed by HTM leadership.

Utilizes HTMs computerized maintenance management system (CMMS) to generate and run reports on HTM key performance indicators.

Tracks the alignment of HTM compliance with accreditation and Office of HTM requirements utilizing reports and other tracking methods.

Administers the internal review, quality, and productivity initiatives for HTM. Develops an agenda for HTMs monthly work order meeting and act as the scribe during the meeting.

Responds to customer inquiries in a helpful and respectful manner.

Maintains meeting minutes and lead meetings with Human Resources and coordinates and document employee onboarding and offboarding tasks.

Develops and maintains financial resources and provides recommendations to HTM leadership regarding the distribution or redistribution of these resources and maintains expenditure records and assures that funding is utilized appropriately, in accordance with the approved operating budget.

Responsible for obtaining and organizing contract documents and tracking HTM employee Contracting Officer Representative certifications.

Assists in the development and documents quality assurance plans and monitors the progress of the quantity assurance plan implementation and reports updates to HTM leadership.

Performs other related duties as assigned. Work Schedule: Monday - Friday 7:00am - 3:30pm Virtual: This is not a virtual position.

Position Description/PD#: Administrative Officer/PD149170 Relocation/Recruitment Incentives: Not authorized. Critical Skills Incentive (CSI): Not approved.

Permanent Change of Station (PCS): Not authorized.