Administrative Officer

Summary

The Cincinnati VHA Medical Center is recruiting for an Administrative Officer in Patient Business Services (PBS). The Administrative Officer will provides support to the Service Chief in management of various administrative programs throughout the service.

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Duties

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The Patient Business Services Administrative Officer duties include, but are not limited to:

Administrative Program Management and Organizational Planning - 30%

• Provides support to the Chief, Patient Business Services (PBS) in the management of the administrative programs within the service.
• Completes project assignments based on the needs identified via internal/external reviews/investigative reports or observations, verbal/written responses to internal and external inquiries, maintenance of service and medical center level workload statistics, and medical center memorandums.
• Responsible for analytical, evaluative, developmental, or advisory work, which is directed toward implementing, revising, or eliminating policies, practices, methods, procedures and/or organizational structures within the service and medical center.
• Serves on appropriate service and medical center committees.
• Communicates frequently with patients, patient's representatives, attorneys, and service officers for the purpose of resolving problems, explaining policies and procedures, adjusting complaints, recommending various courses of action in some cases denying requests.
• Responsible for the operation of PBS during the absence of the Chief.

Data Management and Statistical Reporting - 25%

• Demonstrates excellent organizational, planning, problem solving, analytical and communication skills.
• Responsible for the establishment and maintenance of a monitoring mechanism on inpatient/outpatient/community care statistics to ensure accurate and timely data capture; analyzes statistical data and advises management on operational trends; investigates and validates data that might be outliers by following up with appropriate staff; displays data in graphic/written format, whichever is appropriate, to present workload in a meaningful manner to Medical Center management, using various computer software, (i.e. Excel, Power Point), prepares monthly workload reports.
• Provides oversight of the daily capture of inpatient statistics through communications with the PBS Program Application Specialist and provides consultative services to other medical center staff relative to workload statistics including auditing high-cost community care providers and Veterans.

Human Resources Management and Labor Relations - 25%

• Leads in administering programs concerning such matters as equal opportunity, merit promotion, labor management relations, and position management.
• Recommends policy for effectiveness of work methods and procedures, organizations, space and manpower utilization, management controls, information and documentation systems and similar functions of management.
• Maintains personnel records and preparation of all papers relating to personnel actions.
• Knowledge of Human Resources Management practices is used in recruitment, staffing, classification, employee relations, pay and leave administration, training, and other Human Resources Management programs.
• Discusses, investigates, and responds to employee grievances and dissatisfactions in order to resolve conflicts.
• Represents management at labor management meeting, provides information, and resolves conflicts and/or problems that may arise and assures management officials are familiar with negotiated agreement.

Resource and Budget Management - 20%

• Develops the need for and maintains an awareness of available resources, and makes recommendations to Chief regarding needs, distribution, or redistribution of these resources.
• Full authority for a small number of fund control points, which are budgeted for a total of 4-6 million dollars.
• Responsible for forecasting, formulating, and final execution of PBS budgets.
• Close coordination must be maintained with Fiscal Service and the Health Eligibility Center, Veterans Transportation Program, Health Information Management Program Office.

Supervisory Controls: Under general supervision of the Chief, PBS. Wide latitude for independent thoughts, actions and decisions are given. The supervisor maintains control though progress reports. Actions, decisions and recommendations are reviewed primarily for the results obtained in achieving goals and objectives and in providing support for the attainment of program goals and objectives. Recommendations and analysis of projects developed by the incumbent are reviewed by management only for potential effects on VA's program objectives and goals.

Work Schedule: Monday - Friday 7:30am - 4:00pm or 8:00am - 4:30pm

Virtual: This is not a virtual position.

Position Description/PD#: Administrative Officer/ PD935090

Relocation/Recruitment Incentives: Not Authorized

Critical Skills Incentive (CSI): Not Approved

Permanent Change of Station (PCS): Not Authorized

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.
• Selective Service Registration is required for males born after 12/31/1959
• Physical Requirements: The work is mostly of sedentary nature. Some walking, stooping, and bending is required. The incumbent may carry files and documents weighing up to 20 pounds from one office to another. The work required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment. A pre-placement physical examination is not required.
• 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, 07/24/2026.

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: Managing various administrative programs simultaneously, knowledge of various medical center directives and policies, ability to provide exceptional verbal and written responses for internal and external inquiries at all levels of an organization, ability to analyze data, develop, and prepare corresponding reports, and general knowledge of performance goals, work methods, and staffing levels. OR,
• 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 LL.M., if related to the work of the position. (Transcripts must be submitted). 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 the first-year graduate level education. (Transcripts must be submitted).

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

• Administration and Management
• Financial Management
• Budget Administration
• Analysis and Problem Solving

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.

For more information on these qualification standards, please visit the United States Office of Personnel Management's website at

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 LL.M., if related to the work of the position.

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.

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

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.