Administrative Officer

Summary

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.

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Duties

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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

Requirements

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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.
• 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, 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

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

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.

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.

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

Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution.

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A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.

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Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.