Administrative Officer
What you'd do
The primary purpose of this position is to perform duties directly contributing to the administrative management of the ACOS/E and to support the Director of Education. The AO is responsible for coordinating daily activities and long-term planning for the ACOS/E service and provides direct programmatic analysis and assistance to the ACOS, Education, Designated Educational Official (DEO), Deputy DEOs, Designated Learning Official (DLO), and 16 FTE associated with the Office of Education.
Major duties
MAJOR DUTIES AND RESPONSIBILITIES: The incumbent supports finance, procurement, travel, human resources, and information management operations. The position serves as the main point of contact for internal and external customers for the Office of Education, including DEO and DLO branches. The incumbent is responsible for overall administrative support to the Office of Education Service programs and operations. The duties and responsibilities include but are not limited to the following: Administration Management Duties - 35 percent: The AO assists the ACOS/E in leading the administrative management activities of clinical services within the Office of Education. This includes coordination with all levels of clinical staff and academic affiliates to interpret and implement national, VISN, or local policies and procedures as related to education. The AO supports strategic planning, program management, and program evaluation and helps to ensure that clinical and administrative functions are integrated to provide optimum utilization of resources. Incumbent oversees and facilitates the administrative management duties for the Office of Education. Human Resources Management Duties - 30 percent: The AO utilizes knowledge of human resources laws, requirements, and policies to ensure all Education human resources actions follow these guidelines. The AO is responsible for ensuring the timely, compliant, and accurate completion of documents required for various human resources actions, including recruitment, appointments, promotions, performance management, leave administration, compensation, benefits, and education. The AO maintains competency folders and writes position descriptions, functional statements, performance standards, and justifications for resource requests. The AO supports workforce planning for the Office by gathering and compiling large amounts of narrative and statistical information about organizational functions, workload, etc. Financial Management and Procurement/COR Duties - 15 percent: The AO assists Office of Education staff with disbursement agreements, which involve over $1,000,000 per month in payment to VAPAHCS's main affiliate. The AO utilizes knowledge of financial management policies, guidelines, and best practices to support overall budgeting and financial management for the service. The AO participates in budget hearings with the Fiscal Officer and Executive Management and as needed, helps to defend the service's annual budget request based on past performance, program plans, and workload forecasts. He/she works with the ACOS/E to negotiate adjustments or reprogramming of funds with the Fiscal Officer and his/her staff to support the mission, goals, and objectives. Supply and Equipment Administration Duties - 10 percent: The AO works with Education staff to oversee supply administration. He/she ensures the availability of office supplies, new and replacement equipment, requisitions, repairs, disposal, etc. He/she prepares and reviews purchase orders for supplies and non-expendable property, such as equipment, to include personal computer hardware and software and other specialized equipment necessary for the effective functioning of the Office of Education. The AO assists in the preparation and/or reviews requests for construction justifications, remodeling, and alterations to existing work sites, reviews floor plans and designs of office layouts, and coordinates preliminary approvals and interfaces with Engineering, Facility Planning, and other officials to schedule work or resolve problems. He/she conducts periodic surveys of equipment and property utilization and makes recommendations to ensure the economical and efficient use of equipment and other property. Data Analysis Duties - 10 percent: The AO runs reports in support of Education operations. The AO utilizes the data to help analyze and evaluate the performance, effectiveness, and efficiency of Education and its administrative functions. The AO uses local and national data sources such as VistA, VSSC, ProClarity, and Symposium to gather data, identify interrelationships of potential problems, and act consistently with the objectives of Education programs. The AO performs data analysis duties as requested by the ACOS/E to facilitate the effective functioning of the Office. Other duties as assigned. Work Schedule: M-F 8:00 am - 4:30 pm or as determined by the supervisor. Compressed/Flexible: This may be authorized at the supervisor's discretion. Virtual: This is not a virtual position Position Description/PD#: Administrative Officer/PD02744O
What you need to qualify
To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 08/13/2026. 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: Wide range of qualitative and/or quantitative methods for assisting with the development and management of a major administrative program, to include the assessment and improvement of program effectiveness or the improvement of complex management processes and systems. Knowledge of the administrative laws, policies, regulations, and precedents applicable to the administration of one or more important public programs. Knowledge of agency program goals and objectives, the sequence and timing of key program events and milestones, and methods of evaluating the worth of program accomplishments Skill to plan, organize, and contribute to multidisciplinary teams and effectively implement guidance and recommendations where the proposals involve substantial agency resources Extensive changes in established procedures or may be in conflict with the desires of the activity studied. 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 LLM. If related. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have a combination of specialized experience and graduate-level education. Combinations of successfully completed post-high school education and experience may be used to meet total qualifications requirements for grade GS-11, 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-11. (When crediting education that requires specific course work, prorate the number of hours of related courses required as a proportion of the total education to be used. 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; religious; 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: The work is primarily sedentary, although some slight physical effort, such as walking, bending, standing, lifting, climbing stairs, and carrying correspondence, may be required. Work is typically performed in an adequately lighted and climate-controlled office setting. The environment involves everyday risks or discomforts that require normal safety precautions. 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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