Administrative Officer

Summary

West Palm Beach VA Medical Center is looking for Administrative Officer who will work within the Medicine Service. They are supervised by the Supervisory Management Analyst of Medicine Service. They retrieve, track, review, analyze, and trend data to establish formal recommendations to senior leaders in the operational areas of the sub-specialties and programs. Responsible for providing variety of applicable administrative functions, activities, operations and programs as delegated.

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Duties

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Administrative Officer to the Medicine Service self-directed and has broad latitude to work independently. The Administrative Officer reviews, analyzes and recommends action in the areas of program management, personnel management, budget, human resources, utilization review, and customer service as related to all assigned sub-specialties. They also serves as a resource support person for the Chief of Medicine and the Associate Chief of Medicine Service, other members of the Leadership Team, inclusive but not limited to the Acute care areas (ICU), Cancer Center Director, the Sub-Specialty areas, Specialty Practice Leaders, and Lead physicians for multiple Specialty Areas.

Additional Duties Include But Not Limited To:

• Supports and performs duties by observing the guiding principles of this Medical Center and VACO.
• Performs assigned duties in a manner that promotes quality health care, outstanding customer service and the maintenance of an environment committed to serving the veteran.
• Provide administrative support to the Medicine Service leadership team regarding all operational aspects of the Service.
• Monitors specific Performance Measures, collects relevant data and generates reports, and recommends corrective actions for performance improvement under the clinical guidance of the Chief or Supervisory Management Analyst.
• Identifies issues, develops strategic ideas towards the resolution of such, and recommends options to Service management.
• Provides operational and administrative support for sections utilization review, various projects, and as directed by the Chief of Medicine; participates in all process improvement activities in support to the Medicine Service in conjunction with Specialty Practice Leaders.
• Oversees, supports and maintains Medicine's personnel information such as CVs, complaint letters, Peer Reviews, OPPEs/FPPEs, Special Awards, certifications, documentation for educational requirements, performance pay, performance measures, etc.
• Assists in formal management of patient complaint; replies to such, including Congressional; assists in the facilitation and scheduling of special needs and Medical Center priority patients in concert with the Specialty Practice Leaders
• Utilizes specialized data bases such as VISTA, Pyramid Analytics, various Dashboards and SAIL, to extract data. Is proficient in using Microsoft Office applications such as Work, Excel, and PowerPoint.
• Effectively analyze data, for the preparation of reports to Service leadership.
• Assists in procurement as needed (ordering departmental equipment and the tracking of the equipment.)
• Provides support in any other area as so directed by the Service Chief.
• Serves as 'Customer Service Liaison' for Other Medicine Sections.
• Serves as a liaison between Service and other Services.
• Serves as a liaison for facility disaster planning and help facilitates training for Medicine staff; Acts as a customer service agent for Medicine Service.
• Handles Service specific patient complaints, and develop and institute projects/plans to enhance staff & patients level of satisfaction.
• Assists with administration of Internal Medicine Residency Program and training / educational activities of residents and faculty members in collaboration with the assigned Specialty Practice Leader, Clinical Educators, and Medical Center GME Coordinator.
• Oversees the maintenance by the Secretarial staff of records and documentation of all service level resident training activities and programs, compiles required reports relating to medical residents.

Work Schedule: Monday-Friday 8:00 AM - 4:30 PM.

Virtual: This is not a virtual position.

Position Description/PD#: Administrative Officer / PD029680

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
• 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 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 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, 10/29/2026.

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-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.

You may qualify based on your experience and/or education is 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: Assesses the productivity, effectiveness, and efficiency of program operations and/or to analyze and resolve problems in the staffing, effectiveness and efficiency of administrative support and staff activities. Drafts correspondence, recommendations, reports, and memoranda related to management and administrative programs and issues. Operational support with all aspects of administrative management including human resource personnel actions, equipment, budget, and space requirements. 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 an combination of specialized experience and education beyond at the graduate level in an accredited college or university.

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

• Customer Service: Works with clients and customers (that is, any individuals who use or receive the services or products that your work unit produces, including the general public, individuals who work in the agency, other agencies, or organizations outside the Government) to assess their needs, provide information or assistance, resolve their problems, or satisfy their expectations; knows about available products and services; is committed to providing quality products and services.
• Computer Skills: Uses computers, software applications, databases, and automated systems to accomplish work.
• Interpersonal Skills : Shows understanding, friendliness, courtesy, tact, empathy, concern, and politeness to others; develops and maintains effective relationships with others; may include effectively dealing with individuals who are difficult, hostile, or distressed; relates well to people from varied backgrounds and different situations; is sensitive to cultural diversity, race, gender, disabilities, and other individual differences.
• Planning and Evaluating : Organizes work, sets priorities, and determines resource requirements; determines short- or long-term goals and strategies to achieve them; coordinates with other organizations or parts of the organization to accomplish goals; monitors progress and evaluates outcomes.
• Writing: Recognizes or uses correct English grammar, punctuation, and spelling; communicates information (for example, facts, ideas, or messages) in a brief, clear, and organized manner; produces written information, which may include technical material, that is appropriate for the intended audience.

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.

Physical Requirements: The work is primarily sedentary although the stress involved in dealing continually with persons in emotional distress and who may be uncooperative and occasionally violent makes this position more demanding than most sedentary jobs. The work requires long periods of sitting at a desk, giving intense concentration even with frequent interruptions.

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 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. 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.

This job opportunity announcement may be used to fill additional vacancies.

If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement.

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.

Whole Health Statement: The VA Sunshine Healthcare Network (VISN 8) advocates for a Whole Health System of care in each of the Medical Centers. This is an approach to healthcare that empowers and equips people to take charge of their health and well-being and live their lives to the fullest. As an employee operating in a Whole Health System of care, you will operate in a model that is based in a partnership across time, seeking to create a personalized health plan for each Veteran. This is done in the context of healing relationships and healing environments and a connection back to the Veteran's community. This aligns with the Veterans Health Administration (VHA) Mission Statement to Honor America's Veterans by providing exceptional health care that improves their health and well-being.

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.