Administrative Officer

Clarification from the agency

NOTE: The 2-page Resume requirement does not apply to this position. For more information, refer to Required Documents below. Open to VISN 22 VA Employees Only.

Major duties include, but are not limited to the following:

• Advises the management team and staff on administrative matters
• Maintains up to date Administrator-level training to support the VA Time and Attendance System (VATAS)
• Serves as a support to the Facility Director/Leadership administrator in time-card operations
• Adheres to guidelines regarding justification, inventory, and distribution of supplies as it pertains to the QSV administrative budget
• Functions as the QSV PIV Card sponsor/manager and maintains current knowledge of continuing education, program requirements, and process/procedural changes
• Coordinates purchase and acquisition of administrative supplies across the department with the Chief of QSV
• Utilizes computer applications, office automation systems, and administrative expertise to complete a variety of assignments
• Attends Leadership meetings and other meetings within the hospital in the absence of the Chief and Deputy Chief of QSV
• Identifies and recommends ways of eliminating, combining, simplifying, or improving procedures and processes
• Uses logical methods for organization and analyzing information
• Researches issues thoroughly and does not jump to quick conclusions or formulate opinions based on assumptions or incomplete information
• Analyzes data to make comparisons and draw conclusions
• Performs analytical and evaluative work in developing operational efficiencies and improving quality services
• Monitors, evaluates, and initiates corrective action on QSV organizational reports, policies, and procedures and ensures accuracy, formatting, and meeting timeliness standards
• Directs the analysis/evaluation efforts that translate into an efficient and effective QSV program operation
• Assures that all Medical Center Policies meet Nationally mandated structure, content, and format
• Sends expiring Policy Memoranda out in a timely manner to appropriate Service Chiefs/Policy owners for review prior to expiration
• Provides oversight of the Service Line Emergency Preparedness Plan, assures it is distributed to all Service Line employees, and that the cascade callback list has been reviewed, updated, and distributed
• Oversees medical center policies, and ensures administrative matters in support of Quality, Safety and Value are met and sustained
• Maintains records of activities for service chief review and to evidence practice compliant with regulations
• Manages, coordinates, evaluates, reviews, and finalizes mandatory administrative reports with sensitive information in support of the QSV Chief
• Ensures that processes are in place to keep QSV Chief, Deputy Chief, and staff informed of organizational updates, and/or program changes impacting their programs
• Acts as the liaison with the HR Office concerning personnel-related matters
• Assists in projecting staffing needs, writing position descriptions/ functional statements, developing job analyses, and processing training requests
• Prepares and submits requests for recruitment to assure vacancies are filled timely
• Reviews, analyzes and interprets incoming requests, recommends appropriate action, or suggests alternatives based on knowledge of internal operations, agency personnel policies, budgetary constraints, and work priorities
• Assists the QSV Chief with surveying and analyzing space utilization and recommends plans for future needs based on the identified deficiencies, anticipated program changes, workload, staffing projections, and budgetary considerations
• Identifies and solves operational problems before they become significant
• Provides leadership and creative solutions that promote administrative QSV program planning and problem- solving
• Identifies and evaluates problems and possible causes to determine root causes and impacts of administrative irregularities and generates solutions, taking into consideration organizational and individual situations
• Identifies options for solving a problem and evaluates the relative strengths and weaknesses of each option
• Resolves QSV's administrative issues by reviewing appropriate avenues of inquiry or reliable sources of information
• Coordinates and/or plans work in terms of broad objectives and complex priorities and accomplishes tasks independently
• Assembles and organizes administrative tasks and promotes efficient operations for the office of the QSV Chief
• Coordinates with others within their network, subject-matter experts, and/or additional senior staff to interpret administrative policies, offer advice and solve related problems
• Ensures DSS Mapping is accurate by established due dates

Work Schedule: Monday - Friday, 8:00 am to 4:30 pm
Virtual: This is not a virtual position.
Position Description/PD#: Administrative Officer/PD13980O
Relocation/Recruitment Incentives: Not Authorized
Permanent Change of Station (PCS): Not Authorized
Financial Disclosure Report: Not required

Conditions of employment

• You must be a U.S. Citizen to apply for this job
• Selective Service Registration is required for males born after 12/31/1959
• Subject to background/security investigation
• Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued dentification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment.
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP)

As a condition of employment for accepting this position, you may be required to serve a 1-year probationary period or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider:

• your performance and conduct;
• the needs and interests of the agency;
• whether your continued employment would advance organizational goals of the agency or the Government; and
• whether your continued employment would advance the efficiency of the Federal service.

Upon completion of your probationary period or trial period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 07/17/2026.

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-9 level. 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-9 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Directing and performing all administrative functions that include administration, human resources management, budget and finance, management, and program analysis; Identifying and evaluating problems and possible causes to determine root causes and impacts of administrative irregularities and generates solutions, taking into consideration organizational and individual situations; Performing analytical and evaluative work in developing operational efficiencies and improving quality services. 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 in a major field of study related to the work of the position which provided the knowledge, skills, and abilities necessary to perform the duties of this position. (Note: TRANSCRIPTS MUST BE SUBMITTED WITH THE APPLICATION MATERIALS. CONFERRAL OF DEGREE(S) EARNED SHOULD BE PRESENT ON TRANSCRIPT(S). UNOFFICIAL TRANSCRIPT(S) IS OK.) 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 a Master's Degree.

You will be rated on the following Competencies for this position:

• Administration and Management
• Attention to Detail
• Compliance
• Decision Making
• Integrity/Honesty
• Interpersonal Skills
• Learning
• Manages and Organizes Information
• Manages Human Resources
• Planning and Evaluating
• Problem Solving
• Reading Comprehension
• Reasoning
• Self-Management
• Standards
• Teamwork

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.

Preferred Experience:
Experience supporting or leading healthcare quality improvement initiatives, including understanding of performance measures, process mapping, RCA, and corrective action plans.

• Familiarity with patient safety event reporting systems (e.g., JPSR/PAT, IPEC, SHEP, EPRP) and comfort working with clinical and operational teams to resolve safety concerns.
• Experience working in or with a High Reliability Organization (HRO) framework, particularly in applying principles such as sensitivity to operations, resilience, and deference to expertise.
• Prior involvement in patient experience programs, including service recovery, complaint resolution, and coordination with Patient Advocates.
• Strong data management skills, including ability to analyze trends, create dashboards, track metrics, and prepare executive level reports or briefings.
• Experience coordinating interdisciplinary teams and communicating effectively across clinical, administrative, and leadership levels.
• Familiarity with regulatory and accreditation standards (Joint Commission, OIG, CARF, CMS), including support for surveys, tracers, and compliance reviews.
• Experience supporting Executive Leadership and being able to synthesize complex operational issues into concise, actionable summaries.
• Knowledge of clinical operations in long-term care, acute care, or specialty care settings, especially regarding workflows that affect Veteran safety and experience.
• Demonstrated ability to manage sensitive or high-visibility issues with professionalism, tact, and empathy; especially when working directly with Veterans and families.
• Strong project management experience, including ability to plan, track, and execute initiatives involving multiple stakeholders.
• Familiarity with VA policies, handbooks, and directives related to Quality, Patient Safety, Risk Management, and Veteran Experience is highly preferred.

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 primarily sedentary, although some slight physical effort may be required. Much of the work is at a desk but some walking to attend meetings or deliver materials might be 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/.

How you will be evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE MAY NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Your application, resume, C.V., and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect consideration for employment.

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.

The Department of Veterans Affairs performs pre-employment reference checks as an assessment method used in the hiring process to verify information provided by a candidate (e.g., on resume or during interview or hiring process); gain additional knowledge regarding a candidate's abilities; and assist a hiring manager with making a final selection for a position.

It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.

To apply for this position, you must provide a complete Application Package which includes:

• Resume
• SF-50/ Notification of Personnel Action

Resume Requirement: Your resume must be detailed include the following information: Job title, description of duties, beginning and ending date (month/year) of employment; and average hours worked per week.

Federal Employees must submit their recent SF-50 Notification of Personnel Action (dated 2026).


Special Note for Applications: To complete your application, please use the following link https://vacareers.va.gov/wp-content/uploads/sites/5/Resume.docx to download the standard Clinical Resume Document. This one-page document does not need to be modified and must be uploaded into the two-page restricted 'Resume' document upload field.

Your full resume/CV may be uploaded without page limitation into the 'Other' document upload field.


The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please ensure you have included all documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), etc.

• Resume
• Separation Notice (RIF)
• SF-50/ Notification of Personnel Action
• Transcript

Veterans' Preference: When applying for Federal Jobs, eligible Veterans should claim preference for 5pt (TP), 10pt (CP/CPS/XP), or for Sole Survivor Preference (SSP) in the questionnaire. You must provide a legible copy of your DD214(s) which shows dates and character of service (honorable, general, etc.). If you are currently serving on active duty and expect to be released or discharged within 120 days you must submit documentation related to your active duty service which reflects the dates of service, character of service (honorable, general, etc.), and dates of impending separation. Additionally, disabled veterans and others eligible for 10-point preference (such as widows or mothers of eligible Veterans) must also submit an SF-15 "Application for 10 Point Veteran Preference" with required proof as stated on the form. Documentation is required to award preference. For more information on Veterans' Preference, please visit Feds Hire Vets - Veterans - Job Seekers - Veterans' Preference.

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