Administrative Officer

Summary This position serves as the Administrative Officer for Social Work Service Line (SWSL) at the Beckley VA Medical Center and provides an administrative point of contact with Social Work Service to administer services and programs that maximize patient care and services through effective resource utilization and to assure optimal programmatic operation and compliance with VA and accrediting bodies' regulations and standards. Responsibilities Major duties include, but are not limited to the following: Personnel Administration and Management Work Assist in the coordination of all SWS programs, to include: guiding leadership through existing administrative processes and requirements, and assisting in developing new internal administrative processes for the service line. Attend SWS leadership meetings, meetings with other departments, and representatives on behalf of leadership, presenting information and reports on behalf of SWS leadership and ensuring reports and presentations are in line with VHA requirements Coordinate with HR service on matters affecting employee personnel actions for individuals assigned to SWS. Evaluates the activities of the Service programs with respect to cost/benefit and efficiency and provides administrative advice and recommendations to the Service Chief Secure cooperation of section chiefs and other staff members in the application of administrative practices designed to increase program effectiveness, economy of operation, maximum patient care, and maximum long-range planning Collate and distribute reports on the productivity and efficiency of service line programs as well as provide data analysis of these reports and recommendations for process improvement where appropriate Enters proper documentation and requests for new hires, students, promotions, position changes and termination of employment into appropriate systems. Ensure payroll and timekeepers for Social Work Service are aware of new employees and that they are entered into the appropriate time and leave unit. Primary timekeeper for Social Worker Service Line Reviews and modifies service level organization charts as required. This includes the structuring of org charts and ensuring that they are formatted appropriately Creating and maintain competency folders for SWS staff Ensures that there is a process in place for verification of current licensures and timely completion of competencies, CPR, proficiencies training, performance plans/ appraisal information is current Schedule staff for midyear and annual appraisals with their supervisor, track and manage TMS education hours for competencies, transfer education onto competency assessment checklist in competency folders Budget Guidance and Administration Collaborate, formulate, and implement budget requirements which include the annual budget submission, evaluation of and purchasing of initial and replacement equipment, and forecasting of program needs Monitor resource utilization, advise regarding variances in rate or extent of utilization as compared with projected allocation; advises the Service Chief regarding priority needs of various sections and recommendations. Prepare Fund Control Point budgets Assist with management of the Social Work Emergency fund for allocations of funds to meet patient care needs and to assist with community placement of Temporary Lodging Bed overflow Monitor the fund and requests additional funds through Fiscal as needed Works with Social Work Program Coordinators/Managers in Transition and Care Management and Caregiver Support to monitor Fund Control Point balance and usage Ensure that programs request additional funds when opportunity is available Coordinate with the SWS leadership, to prepare, implement and monitor the budget requirements for the annual budget submission, forecasting of program needs in line with the strategic plan, mission and vision Administrative Support Coordinates preparation of agendas to meet the need of Social Work Service, its programs and committees and ensures minutes of all meetings are well documented in a timely manner Prepares and updates charters for committees as needed. Ensures all Social Work Service led committee meetings meet requirements of their charters Provides administrative support and serves as the primary recorder for oversight committees. Scan finalized minutes into SharePoint or service level computer drive once approved by facility leadership Monitor and update Medical Center Policies for Social Work Service (edits, memo preparation for concurrence, communicating changes and need to review to Medical Staff Council. Assists Social Work leadership with edits to service level SOPs, etc.) Ensures that all documents in the Policy and Procedure Manuals are pertinent, relevant, and current/updated. Maintains and edits mail groups for service and committees. In collaboration, ensure compliance with The Joint Commission and all legal, regulatory, policy and fire and safety requirements. Assists in preparation of the annual Management Briefing, budget forecast and the performance improvement report Work Schedule: Full-time, Monday-Friday, 8:00am-4:30pm Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD231770 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job. Selective Service Registration is required for males born after 12/31/1959 Physical Requirements: The work is primarily sedentary with many hours of computer work. However, there may be significant walking and standing, as well as periodic travel, to attend meetings. The incumbent must be able to deal with emergency situations and function calmly under stress in both public and private settings 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 ( 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, 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-9. 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: Creating reports, coordinating and scheduling meetings, and reviews of initiatives, workload projections and implementation plans (budget/resource needs), and monitoring progress in line with the strategic plan, mission and/or vision; 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 the GS-11 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 LL.M.,. OR, Combination: Applicants may also combine education and experience to qualify at this level. Only graduate education in excess of the amount required for the next lower grade level may be used to qualify for positions at this grade. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at Education A transcript must be submitted with your application if you are basing all or part of your qualifications on education. Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: Additional Information Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act. Whole Health is an approach to health care that empowers and equips people to take charge of their health and well-being and live their life to the fullest. The VA is committed to Whole Health and values Veteran and Employee health and wellbeing. As a VA employee, you will practice Whole Health in an environment that supports personalized and proactive care. Reasonable Accommodation (RA) Requests: If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application. Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case-by-case basis. If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision. You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments if you received the link after the close of the announcement. To determine if you need a RA, please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments. Receiving Service Credit for Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. This job opportunity announcement may be used to fill additional vacancies. The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at