Administrative Officer

Summary This Administrative Officer (AO) reports directly to the Chief, Quality, Safety & Value (QSV) and provides a variety of administrative actions essential to the QSV organizational operation. The QSV AO directs and performs all administrative functions that include administration, human resources management, budget and finance, management, and program analysis, overseeing medical center policies, and ensuring administrative matters in support of Quality, Safety and Value are met and sustained. Responsibilities Major duties include, but are not limited to the following: Advises the management team and staff on administrative matters Maintains up to date Administrator-level training to support the VA Time and Attendance System (VATAS) Serves as a support to the Facility Director/Leadership administrator in time-card operations Adheres to guidelines regarding justification, inventory, and distribution of supplies as it pertains to the QSV administrative budget Functions as the QSV PIV Card sponsor/manager and maintains current knowledge of continuing education, program requirements, and process/procedural changes Coordinates purchase and acquisition of administrative supplies across the department with the Chief of QSV Utilizes computer applications, office automation systems, and administrative expertise to complete a variety of assignments Attends Leadership meetings and other meetings within the hospital in the absence of the Chief and Deputy Chief of QSV Identifies and recommends ways of eliminating, combining, simplifying, or improving procedures and processes Uses logical methods for organization and analyzing information Researches issues thoroughly and does not jump to quick conclusions or formulate opinions based on assumptions or incomplete information Analyzes data to make comparisons and draw conclusions Performs analytical and evaluative work in developing operational efficiencies and improving quality services Monitors, evaluates, and initiates corrective action on QSV organizational reports, policies, and procedures and ensures accuracy, formatting, and meeting timeliness standards Directs the analysis/evaluation efforts that translate into an efficient and effective QSV program operation Assures that all Medical Center Policies meet Nationally mandated structure, content, and format Sends expiring Policy Memoranda out in a timely manner to appropriate Service Chiefs/Policy owners for review prior to expiration Provides oversight of the Service Line Emergency Preparedness Plan, assures it is distributed to all Service Line employees, and that the cascade callback list has been reviewed, updated, and distributed Oversees medical center policies, and ensures administrative matters in support of Quality, Safety and Value are met and sustained Maintains records of activities for service chief review and to evidence practice compliant with regulations Manages, coordinates, evaluates, reviews, and finalizes mandatory administrative reports with sensitive information in support of the QSV Chief Ensures that processes are in place to keep QSV Chief, Deputy Chief, and staff informed of organizational updates, and/or program changes impacting their programs Acts as the liaison with the HR Office concerning personnel-related matters Assists in projecting staffing needs, writing position descriptions/ functional statements, developing job analyses, and processing training requests Prepares and submits requests for recruitment to assure vacancies are filled timely Reviews, analyzes and interprets incoming requests, recommends appropriate action, or suggests alternatives based on knowledge of internal operations, agency personnel policies, budgetary constraints, and work priorities Assists the QSV Chief with surveying and analyzing space utilization and recommends plans for future needs based on the identified deficiencies, anticipated program changes, workload, staffing projections, and budgetary considerations Identifies and solves operational problems before they become significant Provides leadership and creative solutions that promote administrative QSV program planning and problem- solving Identifies and evaluates problems and possible causes to determine root causes and impacts of administrative irregularities and generates solutions, taking into consideration organizational and individual situations Identifies options for solving a problem and evaluates the relative strengths and weaknesses of each option Resolves QSV's administrative issues by reviewing appropriate avenues of inquiry or reliable sources of information Coordinates and/or plans work in terms of broad objectives and complex priorities and accomplishes tasks independently Assembles and organizes administrative tasks and promotes efficient operations for the office of the QSV Chief Coordinates with others within their network, subject-matter experts, and/or additional senior staff to interpret administrative policies, offer advice and solve related problems Ensures DSS Mapping is accurate by established due dates Work Schedule: Monday - Friday, 8:00 am to 4:30 pm Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD13980O Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job Selective Service Registration is required for males born after 12/31/1959 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 dentification 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 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 or trial 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, 07/17/2026. 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 level. 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: Directing and performing all administrative functions that include administration, human resources management, budget and finance, management, and program analysis; Identifying and evaluating problems and possible causes to determine root causes and impacts of administrative irregularities and generates solutions, taking into consideration organizational and individual situations; Performing analytical and evaluative work in developing operational efficiencies and improving quality services. 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 in a major field of study related to the work of the position which provided the knowledge, skills, and abilities necessary to perform the duties of this position. (Note: TRANSCRIPTS MUST BE SUBMITTED WITH THE APPLICATION MATERIALS. CONFERRAL OF DEGREE(S) EARNED SHOULD BE PRESENT ON TRANSCRIPT(S). UNOFFICIAL TRANSCRIPT(S) IS OK.) 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 a Master's Degree. You will be rated on the following Competencies for this position: Administration and Management Attention to Detail Compliance Decision Making Integrity/Honesty Interpersonal Skills Learning Manages and Organizes Information Manages Human Resources Planning and Evaluating Problem Solving Reading Comprehension Reasoning Self-Management Standards Teamwork 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. Preferred Experience: Experience supporting or leading healthcare quality improvement initiatives, including understanding of performance measures, process mapping, RCA, and corrective action plans. Familiarity with patient safety event reporting systems (e.g., JPSR/PAT, IPEC, SHEP, EPRP) and comfort working with clinical and operational teams to resolve safety concerns. Experience working in or with a High Reliability Organization (HRO) framework, particularly in applying principles such as sensitivity to operations, resilience, and deference to expertise. Prior involvement in patient experience programs, including service recovery, complaint resolution, and coordination with Patient Advocates. Strong data management skills, including ability to analyze trends, create dashboards, track metrics, and prepare executive level reports or briefings. Experience coordinating interdisciplinary teams and communicating effectively across clinical, administrative, and leadership levels. Familiarity with regulatory and accreditation standards (Joint Commission, OIG, CARF, CMS), including support for surveys, tracers, and compliance reviews. Experience supporting Executive Leadership and being able to synthesize complex operational issues into concise, actionable summaries. Knowledge of clinical operations in long-term care, acute care, or specialty care settings, especially regarding workflows that affect Veteran safety and experience. Demonstrated ability to manage sensitive or high-visibility issues with professionalism, tact, and empathy; especially when working directly with Veterans and families. Strong project management experience, including ability to plan, track, and execute initiatives involving multiple stakeholders. Familiarity with VA policies, handbooks, and directives related to Quality, Patient Safety, Risk Management, and Veteran Experience is highly preferred. 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. Physical Requirements: Work is primarily sedentary, although some slight physical effort may be required. Much of the work is at a desk but some walking to attend meetings or deliver materials might be required. 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 Receiving Service Credit or 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. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. 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. Special Employment Consideration: VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities [i.e., intellectual disabilities, severe physical disabilities, or psychiatric disabilities], and/or Disabled veterans with a compensable service-connected disability of 30% or more. Contact the Agency Contact for information on how to apply under this appointment authority via the Selective Placement Coordinator. The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal/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 This job opportunity announcement may be used to fill additional vacancies. Pursuant to VHA Directive 1193.01, VHA health care personnel (HCP) are required to be fully vaccinated against COVID-19 subject to such accommodations as required by law (i.e., medical, religious or pregnancy). VHA HCPs do not include remote workers who only infrequently enter VHA locations. If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date. The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required accommodation from this requirement using the reasonable accommodation process. If you are unable to apply online or need to fax a document you do not have in electronic form, view the following link for information regarding an Alternate Application.