Administrative Officer

Summary This position serves as the Administrative Officer within the Nursing, Ambulatory Care service at the Fort Harrison VA Medical Center and is responsible for the administrative oversight of primary care nursing services for the medical center and outpatient/telehealth clinics. Responsibilities The Administrative Officer is responsible for providing or obtaining, analyzing and improving a variety of management services essential to maximize the efficiency and effectiveness of the service/organization. Major responsibilities and duties include, but are not limited to: Plans, develops, and executes administrative management programs for Primary Care Nursing Services. Oversees administrative functions including records management, SOPs, and internal controls. Coordinates administrative activities with ACNS, clinic managers, and service leaders to align with VAMTHCS operations. Develops long and short range management plans for organizational structure, HR planning, and process improvements. Validates data, prepares reports, and provides recommendations to improve efficiency and performance outcomes. Oversees formulation and execution of the Primary Care Nursing Service operating budget. Makes resource allocation decisions for personnel, equipment, space, and programs. Reviews and prioritizes equipment requests ensuring accurate and timely submissions. Prepares cost estimates and supports planning, development, and implementation of new programs. Serves as COR, ensuring contract compliance, timely payments, and proper obligation management. Develops position descriptions, functional statements, and organizational charts. Guides supervisors through performance appraisal requirements and interprets HR policies. Plans, organizes, coordinates, and assigns work to administrative employees. Identifies developmental and training needs for administrative personnel. Authors justification for staffing needs and recruitment/relocation incentives. Serves as Contracting Officer Representative (COR) for Primary Care Nursing Service contracts, ensuring compliance with all requirements and verifying/approving payments for services rendered. Ensures all obligations are created at the beginning of each fiscal year in alignment with contract schedules and monitors de obligation of unused funds. Coordinates acquisition of goods and services with Purchasing Service, ensuring complete justification, timely submission, and proper documentation prior to approval. Reviews equipment and service requests, obtains necessary documentation, and ensures compliance with procurement regulations. 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, 7:30am - 4:00pm or 8:00am - 4:30pm Telework: ADHOC - as determined by the agency policy. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD134350 and PD134340 Relocation/Recruitment Incentives: Not Authorized. Critical Skills Incentive (CSI): Not Approved. Permanent Change of Station (PCS): Not Approved. PCS Appraised Value Offer (AVO): 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. All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment. Applicants who refuse to be tested will be denied employment with VA. Selective Service Registration is required for males born after 12/31/1959 Physical Requirements: 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, 07/20/2026. 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-9 position you must have served 52 weeks at the GS-7. 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 for the GS-9 grade level as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-7 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Extensive knowledge and understanding of management principles, practices, methods, techniques and skills in integrating management services with the organization's general manager; Knowledge and skill in applying analytical techniques and evaluative methods to issues or studies concerning all administrative and related managers to improve efficiency and effectiveness; Knowledge and understanding of personnel management principles and practices, organizational structure, staffing position management, workforce utilization and training issues; Thorough knowledge of the methods and procedures, mission requirements, program goals and objectives, regulations, pertinent laws, policies and the price is governing the organization's administrative operations; Skill in planning, scheduling and conducting projects and studies to evaluate and recommend ways to improve the effectiveness and efficiency of work operations, adapting analytical techniques and evaluation criteria; Skill in developing new or modified work methods, organizational structures, records and files, management processes, staffing patterns, procedures for administering program services, guidelines and practices, and automating work processes to conduct administrative support functions or program operations; Broad knowledge in applying the principles, practices, and methods of budget execution to determine whether obligations, expenditures and requested allotments are within funding limitations in the approved budget. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a master's or equivalent graduate degree or 2 full years of progressively higher level graduate education leading to such a degree or LL.B. or J.D., if related. 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 the graduate level (more than the first year or 18 semester hours) and specialized experience to meet total experience requirements. You may qualify based on your experience and/or education for the GS-11 grade level 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: Extensive knowledge and understanding of management principles, practices, methods, techniques and skills in integrating management services with the organization's general manager; Knowledge and skill in applying analytical techniques and evaluative methods to issues or studies concerning all administrative and related managers to improve efficiency and effectiveness; Knowledge and understanding of personnel management principles and practices, organizational structure, staffing position management, workforce utilization and training issues; Thorough knowledge of the methods and procedures, mission requirements, program goals and objectives, regulations, pertinent laws, policies and the price is governing the organization's administrative operations; Skill in planning, scheduling and conducting projects and studies to evaluate and recommend ways to improve the effectiveness and efficiency of work operations, adapting analytical techniques and evaluation criteria; Skill in developing new or modified work methods, organizational structures, records and files, management processes, staffing patterns, procedures for administering program services, guidelines and practices, and automating work processes to conduct administrative support functions or program operations; Broad knowledge in applying the principles, practices, and methods of budget execution to determine whether obligations, expenditures and requested allotments are within funding limitations in the approved budget. 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. 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 the graduate level (more than the first two years or 36 semester hours) and specialized experience to meet total experience requirements. Preferred Experience: Experience in HR administration, budget and contract oversight, and office management supporting nursing and primary care in a complex healthcare setting. Experience supporting nursing leadership with data-driven performance and workflow analysis in ambulatory or primary care settings. Experience with equipment and supply procurement in a healthcare environment. Physical Requirements: The work is primarily sedentary, although some physical effort may be required. Work is typically performed in an adequately lighted and climate-controlled office. 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. TRANSCRIPT REMINDER - If you are basing your qualifications on education (or a combination of education and experience) or if the position requires a college education to qualify, you must submit a copy of your transcripts with your application. Education cannot be credited without documentation. 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. This job opportunity announcement may be used to fill additional vacancies. The 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