Administrative Officer
What you'd do
This position is located at the Department of Veterans Affairs (VA), Veterans Health Administration (VHA), VA Medical Center, in the Nutrition and Food Service (N&FS) department. The primary purpose of this position is to serve as the Supervisory Administrative Officer (AO) for Nutrition & Food Service (N&FS) and is responsible for the coordination and monitoring of all Nutrition & Food Service administrative programs.
Major duties
The position functions as an extension of the Chief/Assistant Chief, Nutrition & Food Service, and professional staff, as well as representing N&FS with other service lines, in explaining service policies and assisting staff in implementing them. As a member of the administrative team, the incumbent is required to participate/present in meetings with leadership and various interdisciplinary committees to address administrative management issues, resolve problems, and provide recommendations. Communicates effectively both written and verbally and employs a high level of tact and diplomacy in order to maintain a positive, professional image of N&FS. Oversees and facilitates the administrative management for Nutrition & Food Service. Independently develops, plans, issues, and implements procedures to comply with directives concerning administrative matters. Analyzes and evaluates problems, makes recommendations, and devises solutions to systems administration, training management, publication management, and data management within the division. Designs and implements policies and procedures to manage administrative and personnel-related functions. Tracks and trends data related to the administrative management of the service line. Serves as the principal advisor to personnel on administrative management program issues. Compiles information, prepares administrative reports for management briefings, and shares with work groups. Provides full staff assistance on administrative matters. Plays a key role in planning, organization development, direction, and evaluation of medical center administration, in support of the facility, VISN, and VACO activities. Establishes internal procedures to secure adequate control in terms of deadlines, progress reports, and directives. Manages projects that involve N&FS. Serves as the Nutrition & Food Service Representative overseeing the full range of human resources requirements for the organization. Performs the full range of personnel administration for the Service with varied functions and activities. Acts as the liaison with the human resources office concerning personnel-related matters. Provides advice and assistance to managers and staff concerning agency personnel processes and procedures. Generates documentation for the accomplishment of all personnel management actions. Prepares and submits requests for personnel actions, which include recruitment, promotion, reassignment, disciplinary actions, etc. Manages referral lists, advises supervisors on their responsibilities, hiring procedures, interviewing procedures, and selection documentation requirements. Maintains an audit trail to ensure requested actions are accomplished in a timely manner. Coordinates necessary processes to ensure new hires are smoothly transitioned into their respective organizations. Completes or coordinates in-processing as appropriate. Alerts the Director/Chief of any issues and recommends the next course of action. Acts in a confidential capacity and exercises discretion in handling and coordinating sensitive information on behalf of the Director/Chief and other management officials, including hearing preparations; audits and investigations; disciplinary actions; attendance at management meetings where labor-management relations matters are discussed; Bargaining Unit meetings, etc. Manages, monitors, coordinates, and provides regulatory guidance on all personnel actions, organizational structures, and position management for the Service. Utilizes personnel software to input resource requests. Reviews personnel and distribution changes; implements personnel/manpower reporting procedures; and conducts onsite surveys and studies to analyze organization structure, mission and functions, workload, and proposed personnel staffing, etc. Serves as the Contracting Officer's Representative and aids in the management of procurement for NFS. Serves as the Records Control officer for the service. Manages the incentive awards program. Reviews, interprets, and provides recommendations for the revision of regulatory guidelines, policies, and standing operating procedures pertinent to personnel administration and all service operations. Uses software and data bases such a Excel, Word, Computrition, CDW, VSSC, Pyramid and temperature monitoring systems. Keeps management advised on personnel allocations, vacant positions, and the status of recruitments. Work Schedule: Mon - Fri, 7:00 am to 3:30 pm or 6:30 am to 3:00 pm Telework: This position may be authorized for Ad-Hoc telework. Position Description/PD#: Administrative Officer/PD99863A Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized
What you need to qualify
To qualify for this position, applicants must meet all requirements by the closing date of this announcement 07/22/2026.Time-In-Grade Requirement: GS-11: 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 that you possess one year of time-in-grade, as required by the announcement. In this instance, you must provide an additional SF-50 that clearly demonstrates one year of 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: Experience that equipped the applicant with the particular knowledge, skills, and abilities to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled. To be creditable, specialized experience must have been equivalent to at least the next lower grade level in the normal line of progression for the occupation in the organization. Applicants who have 1 year of appropriate specialized experience, as indicated in the table, are not required by this standard to have general experience, education above the high school level, or any additional specialized experience to meet the minimum qualification requirements. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level, you must have: GS-11: Ph.D. or equivalent doctoral degree or 3 full years of progressively higher-level graduate education leading to such a degree or LL.M., 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 Combinations of successfully completed post-high school education and experience may be used to meet total qualification requirements for the grade levels specified in the table, and may be computed by first determining the applicant's total qualifying experience as a percentage of the experience required for the grade level; then determining the applicant's education as a percentage of the education required for the grade level; and then adding the two percentages. The total percentages must equal at least 100 percent to qualify an applicant for that grade level. Only graduate education in excess of the amount required for the next lower grade level may be used to qualify applicants for positions at grades GS-9 and GS-11. (When crediting education that requires specific coursework, prorate the number of hours of related courses required as a proportion of the total education to be used.). You will be rated on the following Competencies for this position: 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. Requirements: The work includes walking, standing, bending, carrying of light items, and occasionally assisting with a wheelchair. In some instances, relationships with patients and caregivers can become intense, and the incumbent is constantly exposed to high levels of stress and anxiety. This position demands emotional stability, as the incumbent is deeply involved with many challenging, seriously ill, and/or dying patients and their caregivers. 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/.
Before you apply
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