Administrative Officer

Summary

The position is located within the Sterile Processing Service (SPS), Patient Care Services, Washington, DC, VA Medical Center. The incumbent has the authority over and responsibility for the daily administrative operations taking place within the Sterile Processing Service, a service of about 40 FTEEs.

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Duties

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Major Duties:

• Responsible for the daily administrative operations taking place within the Sterile Processing Service, a service of about 40 FTEEs.
• Directing and performing program management functions that include but are not limited to administration, budget and finance, management and program analysis, office support services, document control, logistics, contract management, space planning, program development, and collaboration with Reusable Medical Devices (RMD) and administrative services within the healthcare system, and a variety of related administrative matters in support of a medical facility.
• Facilitating the active and complex interactions necessary for the smooth delivery of the many aspects of Sterile Processing.
• Working with representatives from a variety of Services and requires close and in-depth coordination by the incumbent.

Program Management and Analysis 50 Percent

• Developing and implementing evaluative mechanisms to measure productivity;
• Developing methods to maximize output consistent with community standards;
• Advising on administrative management decisions and their implications;
• Aiding in evaluating and implementing office automation for SPS.
• Coordinating all short and long-range planning activities of the SPS department by working with SPS leadership to develop written proposals for new programs.
• Collecting and analyzing data that identify the need for the program;
• Preparing the budget for supplies, staff, and equipment;
• Conducting cost analyses comparing the proposed program with the present treatment modality; and conducting an analysis if the effect of the proposed program on hospital reimbursement.
• Preparing or coordinating preparation of all SPS annual reports with input from the Chief and Assistant Chief, SPS.
• Addressing service accomplishments, goals and objectives, action items from surveys/site visits, specific trends, resource management, review against external standards, education and training, committee participation, quality assurance activities, and significant problems and recommendations.
• Participating in developing short- and long-range goals and in providing guidance for the organization's quality assurance plan.
• Documenting and presenting improved outcomes in relation to quality improvement and quality management activities for SPS.

Personnel and Administration Management 25 Percent

• Developing policies, procedures, communications, reviews, interprets service memorandums and other documents.
• Coordinating with the Reusable Medical Equipment Educator on the administrative requirements for the SPS staff education and training (including professional education), safety, and computer training.
• Advising supervisors and employees on the interpretation and application of a variety of human resources policies, practices, and procedures, including staffing, classification, employee relations, benefits, and related areas that affect Sterile Processing.
• Ensuring SPS leadership submits performance ratings in a timely manner in accordance with regulatory guidelines.
• Conducting investigations pertaining to employee performance and/or conduct for the supervisors.
• Preparing reports and recommended action(s) in accordance with VA policy.
• Reviewing and maintaining personnel action requests, awards, promotions, and section supervisors' disciplinary action documentation in this role.
• Coordinating recruitment for vacant positions in SPS as well as monitors compliance with program documentation requirements.
• Providing impact analysis based on the effect of new or revised VA or other government agencies guidance on current operations.
• Recommending the establishment of, and prepares administrative policies, VA Directive 1116, and procedures for implementation.
• Providing the Chief SPS and the managers/supervisor's advice and guidance on interpreting and applying VA and facility administrative directives and instructions.
• Reviewing and evaluating completed staff actions (memos, reports, studies, fact sheets) for the overall quality of the document, appropriate levels of coordination, consistency, logic, soundness of recommendations, and compliance with policy.

Financial Management, Contract Management, & Space Planning 25 Percent

• In coordination/collaboration with the Chief, SPS. providing for the budgeting and fiscal management of the service. This includes budget formulation, justification, execution, financial management, and financial reporting.
• Serving as a Contracting Officer's Representative for the Sterile Processing Service contracts and will assist the VISN 5 Contracting Officer in developing and awarding contracts to meet the service needs.

Performs other related duties as assigned.

Work Schedule: M-F, 7:30am - 4:00pm

Virtual: This is not a virtual position.

Position Description/PD#: Administrative Officer/ PD240120

Relocation/Recruitment Incentives: Not Authorized

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 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 may be required to serve a 1-year probationary 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, 07/07/2026.

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:

• You must have one year of specialized experience equivalent to at least the next lower grade (GS-09) in the Federal service that has equipped you with the particular knowledge, skills, and abilities to perform successfully the duties and that is typically in or related to the work of this position. Specialized experience includes: developing and implementing evaluative mechanisms to measure productivity; developing methods to maximize output consistent with community standards; improving the overall efficiency of the service; advising on administrative management decisions and their implications; and aids in evaluating and implementing office automation for SPS; advising supervisors and employees on the interpretation and application of a variety of human resources policies, practices, and procedures, including staffing, classification, employee relations, benefits, and related areas that affect Sterile Processing; ensuring SPS leadership submits performance ratings in a timely manner in accordance with regulatory guidelines; serving as a Contracting Officer's Representative for the Sterile Processing Service contracts and will assist the VISN 5 Contracting Officer in developing and awarding contracts to meet the service needs; and managing the budget, budget process and funding requests/needs;

OR,

• Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed 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, in a related field 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 a combination of specialized experience and graduate education, as described above, which meets the total qualification requirement for the GS-11 grade level. The total percentages must equal at least 100 percent. The education portion must include graduate courses in a related field that demonstrates the knowledge, skills, and abilities necessary to do the work of this position.

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

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.

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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