Administrative Specialist

Full Job Description

The incumbent provides direct staff support to the Associate Chief Nurse, responsible for planning, organization, development, direction and evaluation of Operative Care Division's Nursing Services programs.

He or She also provides full staff assistance in administrative matters relating to: patient concerns, budget management, contract management, PACT team support, and assuring legal requirements for care.

To qualify for this position, applicants must meet time-in-grade requirements and specialized experience within 30 days of the closing date of this announcement, 04/07/2026.

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 within 30 days of the closing date of this announcement.

For a GS-09 position you must have served 52 weeks at the GS-07. 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: To qualify for this position at the GS-09 level, you must meet one of the following: 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: Acts as a liaison and handles the communication with stakeholders within and outside of the organization.

Researches and/or analyzes unstable or complex program issues. Analyzes organizational budgets. Analyze a wide range of processes with long term goals and results.

Managing office schedules and day to day plans based on program objectives and plans.

NOTE: Experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week.

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 or equivalent graduate degree, or successfully completed two full years of progressively higher level graduate education leading to such a degree, or LL.B or J.D.

if related. Such education must demonstrate the knowledge, skills, and abilities necessary to do the work of this position.

NOTE: Copies of transcripts must be submitted with your application materials. Education cannot be credited without documentation.

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

You must have combinations of successfully completed graduate level education (beyond the first year) and specialized experience, as described above, to meet the total requirements.

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

NOTE: Copies of transcripts must be submitted with your application materials. Education cannot be credited without documentation.

To qualify for this position at the GS-11 level, you must meet one of the following: 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: Acts as a liaison and handles the communication with stakeholders within and outside of the organization presenting recommendations and negotiating solutions to disputed recommendations.

Researches and analyzes unstable or complex program issues and independently presents solutions. Formulates, presents, executes, and analyzes organizational budgets.

Monitors budget allocation and execution to ensure that operating program objectives are met.

Developing and monitoring quality programs, plans, procedures, and methodologies and conducting detailed analyses of complex functions and work processes.

Applying analytical and evaluative methods and techniques to issues or studies concerning the efficiency and effectiveness of program operations.

Oversees related contract administration including knowledge of personnel and contracting operations such as classification, standards, and competencies.

NOTE: Experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week.

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 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.

if related that demonstrates the knowledge, skills, and abilities necessary to do the work of this position. NOTE: Transcripts must be submitted with application.

Education cannot be credited without documentation. OR, Combination: Applicants may also combine education and experience to qualify at this level.

You must have a combination of successfully completed education and specialized experience directly related to the work of the position as outlined above that meets the requirements of the position.

Only education in excess of a master's or equivalent graduate education may be used to qualify applicants for the GS-11 level.

NOTE: If using education combined with specialized experience to qualify, a copy of your transcript is required.

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: Program Administration: Acts as a liaison or handles the communication with persons and/or groups within and outside of the division.

Handles assigned controlled and congressional correspondence for the Division. Primary Liaison with the Patient Advocacy office. Researches and/or analyzes unstable or complex program issues.

Plans and/or accomplishes special projects and programs. Administers programs concerning position management and human-resources utilization.

Oversees related contract administration including knowledge of personnel and contracting operations such as classification, standards, and competencies.

Is temporary backup to Administrative Officer for personnel and human resource items. Incumbent is authorized to be approving official for orders for supplies, services and equipment.

Reviews orders to verify their need for orders for supplies, services, and equipment.

Performs Office Program Planning Work: Performs administrative work, which includes management of an office's schedule or day-to-day plans. Develops new plans or schedules using standard references.

Identifies objectives based on understanding of program and overall priorities. Determines specific steps, input required, and/or meetings.

Identifies schedule and milestones; and estimates resources required. Budgetary, Contracting, and Financial Management Analysis: Formulates, presents, executes, and analyzes organizational budgets.

Monitors budget allocation and execution to insure that operating program objectives are met.

Performs in-depth, rigorous analysis of budget requests by employing techniques such as cost-benefit analysis, program trade-offs, and exploring alternative methods of funding.

Monitors the use and rate of expenditure of budgeted funds in assigned areas through continuing dialogue with program officials and their staff, review of written documents, and examination of accounting records.

Verifies assigned invoices for services provided to the Division section and manages assigned division level contracts: is the primary Contracting Officer Representative (COR) for Nursing Services within the Operative Care Division.

Quality Improvement Programs: Performs work related to developing and monitoring quality programs, plans, procedures, and methodologies; and/or analyzing quality initiatives and processes.

Analyzes a wide range of processes with long-term goals and results. Makes use of basic and advanced quality tools to accomplish analysis.

Trains and facilitates others in the use of quality tools and techniques. Provides guidance and facilitation skills to quality action teams and to managers.

Guidance is designed to foster quality principles in all strata of the workforce. Performs other related duties as assigned.

Promotion Potential: This is a developmental position leading to a GS-11 level, performing assignments intended to broaden skills and provide practical experience leading to progressively more complex assignments performed under progressively less supervision.

The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met.

Selection at a lower grade level does not guarantee promotion to the full performance level.

Work Schedule: Monday - Friday, 7:30am - 4:00pm PST Telework: Not Authorized Virtual: This is not a virtual position.

Position Description/PD#: Administrative Specialist/PD209450 and PD209460 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized