Administrative Officer - Medicine Service

Full Job Description

The incumbent will serve as a Supervisory Administrative Officer organizationally aligned to the Administrative Section, Office of the Chief of Medicine Service, Northeast Ohio VA Healthcare Systems (541).

The primary purpose of the position is providing analytical, strategic, and administrative and operational leadership to the Chief of Medicine.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/18/2026.

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-11 position you must have served 52 weeks at the GS-09. 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-09 in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include, but are not limited to: Creating reports, coordinating and scheduling meetings, and submitting requests/work orders using a personal computer and office automation programs (such as word processing, spreadsheets, etc.); maintaining and updating department or service-level databases and shared computer drives; accurately preparing timecards for submission and processing; resolving timekeeping issues related to overtime, holiday pay, unscheduled hours, and various types of extended leave; managing and balancing financial aspects of general fund control points and purchase procedures; and preparing and submitting requests for recruitment, promotion, reassignment, and disciplinary actions.

NOTE: 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..

OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have Ph.D.

or equivalent doctoral degree, or 3 full years of progressively higher level graduate education leading to such a degree, or an LL.M.

in a field related to this position 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 a combination of specialized experience and education beyond successfully completed graduate level education (in excess of the first two years or 36 semester hours) and specialized experience to meet total experience requirements.

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: Work is mainly sedentary. Travel may be necessary. There may be some walking, standing, bending, carrying/traveling with items such as books and portable laptop.

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: Resource and Performance Management: Coordinates and expands use of all pertinent resources available for patient care, develops community relationships/partnerships; maintains relationships with corresponding services.

Conducts and directs special studies and analyses of complex problems relating to manpower requirements, organizational alignment, and other areas of concern.

Responsible for the coordination, formulation, execution and fiscal management of the budgetary plan. Evaluates past expenditures, coordinates staff input and prepares budget requests accordingly.

Monitors expenditures and proposes reallocation of funds based on shifting facility needs. Pursues ideas for possible revenue generation. Manages all procurement and contracting for the service.

Manages all space assignments for the service and coordinates with the facility space coordinator. Manages quality assurance practices and ensures improvement activities for all programs.

Partners with clinical and other functional leaders to drive cost down, open access comprehensive care, increase quality and encounters by identifying opportunities, designing action plans, developing/tracking key performance indicators (KPIs) and ensuring overall practice satisfaction.

Participates and leads activities and programs beneficial to the health care system.

Assess and evaluate the impact of new programs or expansion of existing programs, coordinates cost and resource issues with officials in budget and finance and prepare narrative statistical reports.

Fully responsible for ensuring and maintaining the administrative oversight of clinical operations provided at VANEOHS.

Personnel Administration and Management Directs the personnel management program for the Service, performing or overseeing the full range of human resources requirements.

These matters include: recruitment, promotions, awards, position classification, training, disciplinary actions, part time physician time and attendance etc.

Provides personnel management and administration for all sections and programs. Shares oversight responsibility with the Service and Section Chiefs for performance appraisals and physician pay program.

Develops reports or executive communications for Service Chief level or higher attention review or signature, development of all personnel documentation and of personnel actions.

Oversees the coordination with the Medical Staff Office on the Service side to ensure physician privileging and credentialling is current, management of privileging/credentialing support staff, delegation of relative tasks and duties (i.e.

OPPE, FPPE, Continuing Education, LIP/Privileging), support and program support of administrative tasks for Resident and Fellow programs.

Develops and advises on administrative requirements for a large, complex service. Supervision: Provides supervision to six

Title 5 employees; serving as the technical and administrative expert regarding operational problems and personnel/administrative issues.

Oversees the daily operation of the service, ensures that agency policies and priorities are being followed; develops performance standards; and evaluates work performance of subordinates.

Gives advice, counsel, and instruction to employees on both work and administrative matters.

Hears and resolves complaints from employees; effects minor disciplinary measures such as warnings and reprimands and recommends action in more serious cases.

Interviews candidates for positions in the unit; recommends appointments, promotions, and reassignments to unit positions; identifies and provides for training needs; and finds ways to improve production or increase the quality of work within the area of authority.

Carries out Equal Employment Opportunity (EEO) policies and program activities.

Delegates and oversees projects as appropriate and holds staff responsible and accountable for the performance of the clinical operations and priorities implementation, project improvements, programs, and works with them daily to ensure efficiency and effectiveness of these operations.

Exercises management level supervisory responsibilities which include: (a) prioritizing major work efforts; evaluating the performance; (c) giving advice, counsel or instruction; (d) identifying and providing for management development and training needs of key staff members.

Taking timely corrective action where delegated responsibilities are not being properly applied or executed.

Work Schedule: Monday - Friday, 8:00am - 4:30pm Telework: This position may be authorized for telework. Telework eligibility will be discussed during the interview process.

Virtual: This is not a virtual position.

Position Description/PD#: Administrative Officer - Medicine Service/PD944430 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not approved Permanent Change of Station (PCS): Not Authorized