Administrative Officer

Clarification from the agency

This vacancy is open to current permanent VA Pacific Islands Health Care System (VAPIHCS) employees and CTAP eligible ONLY. NOTE: The 2-page Resume requirement does apply to this position. For more information, refer to Required Documents below.

Duties include but are not limited to:

• Assigns work to be accomplished by subordinates, establishes, and adjusts short-term priorities to fall within the long-term goals of the department.
• Follows up on complaints and breakdown in the processes and establishes new guidance to solve any issues that arise.
• Evaluates work performance of subordinates and gives advice, counsel, or instruction to employees on non-clinical work and administrative matters.
• Develops performance standards, position descriptions, and other HR related paperwork or requests.
• Organizes panels and interview's candidates for positions in the unit; recommends appointment, promotion, or reassignment to such positions.
• Approves annual and sick leave for all subordinate staff. Is cognizant of, and adheres to EEO policies and regulations when overseeing staff and making selections for employment and promotions.
• Responsible for all administrative functions within the Dental Service at (VAPIHCS) and will represent the supervisor when so designated. These responsibilities include, but not limited to fiscal, budgeting, staffing, accreditation compliance, quality improvement, safety, supply management and public affairs. Additionally incumbent serves as liaison and is responsible to top management, and all other internal/external customers on administrative matters concerning the Dental Service. Incumbent provides administrative leadership and support, clerical direction, strategic planning, and coordination of operations throughout all of VAPIHCS Dental Service.
• Leads and administers space and equipment Utilization Programs for Dental department. Recommends and informs the supervisor and Chief of Staff on administrative policies, resource utilization and workload projections within the Clinical Service program.
• Develops and assists in the initiation or revision of administrative policies in Dental department and is responsible for organizing and leading meetings whenever needed. This includes meetings at VISN, VAPIHCS and Dental department level.
• The incumbent will be responsible for the timely processing of consults by the dental department. This role is as a supervisor to the positions that review and process requests for consults, treatment plans, and claims that requires approval.
• Develops or updates Dental Service program policies and procedures. Assists clerical personnel by providing information on unusual format or other technical questions. Review the existing database for statements of VAPIHCS policy which appear to be out-of-date, contradictory with any other policy statement or SOP, or which are otherwise deficient. Review proposed policy statements, prior to their submission to the leadership for signature. Review will be for style, grammar, usage, formatting, quality, redundancy, consistency with other statements of VAPIHCS policy, and for other measures of appropriateness. .
• Maintains budget control records and assures funds are used in accordance with the operating budget. Serves as a liaison between Dental Service and local servicing finance office in maintaining and reconciling budget allocations. Reviews fund requests from Dental Service staff for adequacy, completeness, and conformance with procedural and technical requirements. Exercises fund control authority and establishes internal methods of control to ensure funds are used according to operating plan.
• Develops plans for equipment additions and upgrades to enhance Service technology. The incumbent will be the primary COR for VAPIHCS dental department at ACC and lead the COR function for the newly opening Akaka dental clinic at Kapolei location, until advised by the Akaka management to stop. Present conversations indicate this process may be 2-3 years away.
• Performs other duties as assigned.

Work Schedule: Full-Time, 7:00am - 3:30pm
Telework: Ad-Hoc - May be authorized at supervisory discretion
Virtual: This is not a virtual position.
Position Description/PD#: Administrative Officer/PD03011O
Relocation/Recruitment Incentives: Not Authorized
Critical Skills Incentive (CSI): Not Approved
Permanent Change of Station (PCS): Not Authorized

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 identification 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 will 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, 10/16/2026.

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: Knowledge and skill in applying analytical and evaluative methods and techniques to issues or functions related to office administration; Knowledge of pertinent laws, regulations, policies and precedents which affect administrative operations; Knowledge of the major issues, program goals and objectives, work processes, and administrative operations of the organization; Knowledge and skill in adapting analytical techniques and evaluation criteria to the measurement and improvement of program effectiveness and/or organizational productivity. OR,

NOTE: 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 .

• Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 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. in a field related to this position that demonstrates the knowledge, skills, and abilities necessary to do the work of this position. 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 .Possess equivalent combinations of successfully completed graduate level education (in excess of the first two years or 36 semester hours) and specialized experience to meet total experience requirements. NOTE: If using education combined with specialized experience to qualify, a copy of your transcript is required.

NOTE: Transcripts must be submitted with application. Education cannot be credited without documentation.

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

• Administration and Management
• Employee Development
• Manages Human Resources
• Financial Management
• Analytical Thinking

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.

Physical Requirements: The work is primarily sedentary, although some slight physical effort may 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 WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE.

Narrative responses are not required at this time. If you are referred for consideration, you may be asked to submit additional job related information, which may include, but not limited to; responses to the knowledge, skills and abilities; completion of a work sample, and/or contact for an interview. Your resume and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect your rating or consideration for employment.

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.

For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document.

Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion. The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement. Management may use any one or any combination of these methods to fill the 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

The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please make sure you have included other documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), documentation to support Veterans Preference claims, or ICTAP/CTAP documentation (for displaced Federal employees). You will not be contacted for additional information.

• Cover Letter
• Other (1)
• Professional Certification
• Resume
• Separation Notice (RIF)
• SF-50/ Notification of Personnel Action
• Transcript

SF-50, Notification of Personnel Action (if applicable for Time in Grade and/or Eligibility):

• Most recent SF-50 if you are a current or former Federal employee
• An SF-50 showing 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
• Award 50's do not provide sufficient information and will not be accepted for the purpose of verifying time-in-grade.
• Examples of appropriate SF-50's include:
  • Within grade increases at the highest grade held; or
  • Promotions with an effective date more than one year old; or
  • SF-50's at the highest grade held with an effective date more than one year old.

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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