Administrative Officer
What you'd do
This position is located in the Office of the ADPCS, Executive Department a the VA Greater Los Angeles Healthcare System.The Administrative Officer is the principal advisor and management consultant to the management team for administrative matters. The Administrative Officer also provides support to other Executive Leaders within the suite, acting as a liaison for Veterans seeking assistance and addressing inquiries as needed.
Major duties
Duties: Provide advice on a wide range of administrative functions. (e.g. USA Access, PIV sponsorship, Executive Correspondence, Labor Mapping, Coordination of Meetings, Minutes for Committee meetings) Plan, analyze and monitor the formulation and development of VA-wide plans, programs, procedures, operating policies, internal controls and program goals. Oversee designated timekeepers, assuring that the entire staff is trained. Timekeeper Certification is preferred but not required at time of application. Training will be provided if not certified. Serve as the point of contact with offices that perform payroll functions. Purchase Card Holder Develop procedures and operating internal controls established to eliminate waste and prevent fraud in use of Government property and resources. Provide administrative support for the staff who are required to travel on business, including preparation of travel authorizations and vouchers. Administrative Officer performs various duties to ensure the efficient and effective operation of the executive suite, maintaining a seamless workflow and positive environment for staff, Veterans, and visitors alike. The Administrative Officer oversees the daily administration and business operations including budget planning and execution, human resource management, procurement, space utilization, records management, and compliance with VA policy and regulations. This position coordinates the development and implementation of administrative protocols that streamline processes, improve efficiency, and enhance the delivery of patient care. The individual manages departmental goals and performance metrics, ensuring alignment with organizational objectives and regulatory standards. They serve as a liaison between PCS and other service lines, facilitating communication, problem solving, and resource allocation. Responsibilities also include preparing detailed reports, presentations, and documentation for internal and external stakeholders, supporting program development, onboarding new staff, and participating in quality improvement initiatives. The role requires strong analytical, organizational, and interpersonal skills, as well as the ability to operate autonomously in a complex healthcare environment. The Administrative Officer ensures the smooth functioning of patient care operations, thereby contributing to the overall mission of providing high-quality, compassionate care to Veterans. Serve as principal advisor to the Associate Director for Patient Care Services (ADPCS) and executive leadership on all administrative, operational, and business matters. Oversee and manage daily administrative operations, including budget formulation, financial management, procurement, and contract administration. Coordinate human resource activities such as staffing, recruitment, onboarding, timekeeping, and performance management for the PCS department. Develop and implement administrative policies, procedures, and standard operating protocols to enhance efficiency and compliance. Prepare, review, and analyze reports, presentations, correspondence, and other documents for internal and external stakeholders. Liaise with other departments, services, and external partners to facilitate communication and collaboration. Serve as a key point of contact and resource for Veterans seeking assistance or guidance within the executive suite. Support executive leaders by managing calendars, scheduling meetings, tracking action items, and coordinating executive communications. Maintain and organize records, files, and confidential information in accordance with VA policies. Monitor and ensure compliance with regulatory, accreditation, and organizational requirements. Support quality improvement and strategic initiatives to enhance patient care delivery and administrative services. Participate in space management, equipment inventory, and supply procurement for the department. Address and resolve administrative issues in a timely manner, escalating concerns as appropriate to executive leadership. Promote a positive, professional environment and assist in maintaining seamless operations within the executive suite. Promotion Potential: 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, 07:30am - 4:00pm Position Description/PD#: Administrative Officer/PD11402O and PD11401O
What you need to qualify
To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 07/27/2026. GS-07 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-07 position you must have served 52 weeks at the GS-05 . 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.? GS-09 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. GS-07: 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-05 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Compiling information and preparing administrative reports for briefings; maintaining and updating databases and shared computer drives; providing advice and assistance to managers and staff concerning agency personnel processes and procedures; experience using office automation programs such as work processing spreadsheet, graphics, and desk top publishing; and coordinating with management to control purchasing and use of supplies OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have completion of one (1) full year of graduate education. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education. OR, Superior Academic Achievement (SAA): I meet the qualification requirements for this position using SAA. completed all the requirements for a bachelor's degree in a curriculum that is qualifying (i.e. hospital administration, public health administration, or related fields such as course work in health care administration) for the position to be filled and I meet one of the following:-Rank in the upper one-third of your class in the college, university or major subdivision. -A grade-point average of "B" (a GPA of 2.95 or higher out of a possible 4.0) for all completed undergraduate courses, or those completed in the last two years of undergraduate study. -A grade point average of "B+" (a GPA of 3.45 or higher out of a possible 4.0) for all courses in your major field of study, or those courses in your major completed in the last two years of undergraduate study. -Membership in a national honor society (other than freshman honor societies) recognized by the Association of College Honor Societies. For a list of recognized honor societies please visit http://www.achsnatl.org/quick_link.asp GS-09: 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-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 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.); accurately preparing timecards for submission and processing; managing and balancing financial aspects of general fund control points and purchase procedures; and performing various human resources/personnel management duties related to recruitment, disciplinary actions, and/or awards. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have completed a master's or equivalent graduate degree, or 2 full years of progressively higher level graduate education leading to such a degree, or an LL.B. or J.D. in a field related to this position that demonstrates the knowledge, skills, and abilities necessary to do the work of this position. OR, I have equivalent combinations of successfully completed graduate level education (in excess of the first year or 18 semester hours) and specialized experience to meet total experience requirements. OR Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and 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/.
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