Administrative Officer

Full Job Description

This position is located at the Department of Veterans Affairs (DVA), Veterans Health Administration (VHA), Mid-Atlantic Health Care Network (VISN-6), Sanford Community Based Outpatient Clinic (SCBOC) in Sanford, NC serving as an Administrative Officer in the overall administrative support, decision-making, policy development, and resource planning for clinic management.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/20/2026.

Time-In-Grade Requirement: Applicants who 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.

You may qualify based on your experience and/or education as described below: Specialized Experience: Applicants must possess one year of specialized experience that equipped them with the particular knowledge, skills, and abilities to successfully perform the duties of the position.

To be creditable, specialized experience must have been 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: knowledge and skill in applying analytical and evaluative methods and techniques to issues or studies of the efficiency and effectiveness of program operations and substantive administrative support functions (internal activities or functions such as supply, budget, procurement, or personnel which serve to facilitate operations); knowledge of pertinent laws, regulations, policies and precedents that affect the use of program and related support resources such as budget, procurement, Human Resources, Joint Commission, travel, and time and leave; knowledge of work processes and administrative operations to increase organizational effectiveness; developing new or modified work methods, organizational structures, records and files, management processes, staffing patterns, procedures for administering program services, guidelines and procedures, and automating work processes for the conduct of administrative support functions or program operations; assisting in the development of and changes to policies and procedures at the local level while adhering to National Directives; analyzing problems and presenting written and oral recommendations, taking into full consideration the wide range of factors and requirements applicable; coordinating a credentialing and privileging process and reconciling contradictory requirements; adjusting to changes in policies, procedures, and work deadlines; leading or participating in interdisciplinary team development and task accomplishment; communicating verbally with a variety of people from different backgrounds and different levels of understanding; and using computer equipment with a wide variety of software such as Word, Excel, Power Point, Outlook, Access, and other databases to extract and organize data, produce letters/memorandums, and prepare a variety of working documents.

OR, Education: Applicants may substitute education for the required experience.

To qualify based on education for this grade level you must have Successful completion of a master's degree or equivalent graduate degree, two (2) full years of graduate level education leading to such a degree, or LL.B.

or J.D. in a related field that demonstrates my ability to perform the duties of this position. NOTE: This education must have been obtained at an accredited college or university.

If you select this option, you must submit a copy of your transcript with your application. Education cannot be credited without documentation.

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

You must have equivalent combinations of successfully completed graduate-level education (beyond the first year) and specialized experience, as described above, which meet the total experience requirements for this grade level.

NOTE: The education portion must include graduate courses that demonstrate the knowledge, skills, and abilities necessary to do the work of this position.

This education must have been obtained in an accredited college or university. If you select this option, you must submit a copy of your transcript with your application.

Education cannot be credited without documentation. AND, Driver's License: Must possess a current, valid state-issued driver's license for this position.

(Please do not submit a copy of your license with your application package.

You will be required to show your valid driver's license at the time of your interview.) Physical Requirements: The work is mostly sedentary and is typically performed in an adequately lighted and climate-controlled office, but requires some walking, standing, bending, and carrying light items such as books, papers, and files.

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:

Responsible for the coordination of the Quality Improvement Programs including the requirements of Systems Redesign (SR) , VA Central Office (VACO), Joint Commission (JC), and the Office of the Inspector General (OIG), as they relate to health care delivery services that are provided at the Sanford County CBOC, while providing guidance and input for a broad range of management decisions and ensuring that appropriate policies, regulations , and guidelines for affirmative action are followed.

Provides information for and participates in Annual Management Review, Management Briefings, and Personnel Management and other reviews, as needed.

Provides support and workload data to assist with resource allocation and team productivity. Coordinates, assists with, and monitors mandatory training compliance.

Develops and maintains information concerning medical record completion. Coordinates and provides guidance to staff related to development of research proposals and presentations.

Provides technical support and assistance in conducting, gathering, and compiling materials, developing policy statements, and completing special assignments and projects.

Prepares resource requests, ensuring sufficient justification and supporting documentation are provided.

Prepares budget projections based on studies of past expenditures, knowledge of team requirements, changes which have occurred in workload, and future goals of the team.

Records and organizes documents relating to expenditure to provide accurate and timely data and immediate visibility concerning availability of funds.

Analyzes expenditures and adequacy of funding and communicates need for additional funding or other changes in funding levels or requirements.

Serves as a Contracting Officer Representative (COR), maintaining contract administration files in accordance with VA policies and procedures and providing relevant contract information to leadership in all phases of the acquisition process from planning to administration to close out.

Coordinates fund control points, approves expenditures, and reports fiscal status, as necessary.

Serves as the responsible official for all property assigned to the SCBOC and assures that all necessary equipment is included in the preventative maintenance program.

Assembles and analyzes equipment needs. Serves as a liaison for equipment orders and deliveries. Conducts analysis of space requirements and prepares requests and justification for management review.

Serves as the SBOC administrative resource and clearing point for personnel management actions, providing technical assistance and advice; maintaining necessary controls and suspense files; compiling and submitting necessary paperwork for appointment and staffing purposes, professional standards board actions, employee clearances, placement, follow-ups, merit promotions, performance awards and evaluations, classification actions, and counseling and disciplinary actions.

Participates in settling grievances, acting as a liaison between employees, supervisors, and physicians, and recommending appropriate action.

Works closely with the Patient Advocate and Secretary/Chief of Staff to resolve patient complaints and enhance public relations in activities such as investigation, correspondence preparation, and corrective action follow-up.

Participates in the selection process of clerical staff for SCBOC.

Provides guidance and administrative support in developing or rewriting position descriptions, functional statements, and appropriate performance standards.

Ensures that SCBOC Credentialing and Privileging activities are current, correct, and complete prior to any request for a physician to enter on duty or prior to any request for renewal or changes in clinical privileges.

Arranges for representation by interdisciplinary staff members at important administrative meetings, committees, and functions.

Attends staff and section meetings and provides information and feedback regarding administrative matters such as fiscal, personnel, supply, space, remodeling projects, parking, etc.

Provides administrative coordination SCBOC Staff travel.

Participates with other staff/service line officials on special task forces, strategic plan initiatives, conducting special studies, and providing leadership in national and local initiatives.

Performs other related duties as assigned. Compressed/Flexible: Not Authorized Telework: This position may be authorized for ad-hoc telework. Virtual: This is not a virtual position.

Position Description/PD#: Administrative Officer/PD081560