Administrative Officer

Summary The Administrative Officer position is in the Nursing Education Department for the Phoenix VA Health Care System (PVAHCS) at the full performance level, reporting directly to the Chief Nurse of Education. The role is responsible for the coordination and monitoring of all the departments administrative programs. The AO applies analytical and evaluative skills; along with, specialized principles and practices of management to advise, collaborate, and carry out assigned responsibilities. Responsibilities Duties include but are not limited to: Oversees and facilitates the administrative management for Nursing Education. Independently develops, plans, issues, and implements procedures to comply with administrative directives. Analyzes and evaluates problems, makes recommendations, and devises solutions to systems administration, training management, publication management, and data management. Serves as the primary point of contact for office visits with vendors and other VA services. Designs and implements policies and procedures to manage administrative and personnel-related functions. Reviews guidance, identifies problem areas, and recommends actions to improve procedures, efficiency, and policy compliance. Plays a key role in planning, organizational development, direction, and evaluation of medical center administration. Maintains all documents required for external reviews and ensures accreditation compliance with JCAHO and OAA. Assists in preparation for inspections and reviews such as OIG, CDC, DHEC, OSHA, JCAHO, and OAA, and attends meetings as needed. Oversees monitoring of academic performance and collaborative partnerships for Scholarship Recipients. Assists management in staffing projections for EISP/VANEEP, prepares adherence reports, processes scholarship funds, and ensures compliance. Reviews incoming requests and recommends actions based on internal operations, policy, and budget considerations. Participates in planning for budgeting and financial management for Nursing Education. Assists with budget formulation, justification, execution, financial management, and reporting. Provides budgetary and financial advice to management. Manages funding from various sources and develops budget data and justification. Directs and monitors execution of funds, reviews financial reports, reconciles cost center expenditures, ensures proper authorization, verifies daily fund availability, and serves as Custodial Officer for assigned equipment inventories. Acts in a confidential capacity handling sensitive information, audits, and investigations. Ensures timely completion of action items and responses. Reviews regulatory guidelines and provides recommendations for personnel administration and organizational structuring. Provides administrative and clerical support to accomplish the mission of Nursing Education and the Medical Center. Consults with staff on corrective actions and performs quality management activities to improve transactions, customer service, and procedures. Addresses Environment of Care issues and maintains HR plans including disaster preparedness, ADP contingency, fire and safety, utilities, and hazardous materials management. Maintains HR Cascade and Call Back Plans. Serves as the primary digital platform author, reviews and updates content, drafts communication, manages SharePoint updates, and oversees user password/menu access as ADPAC. Supports procurement for Nursing Education, prepares proposals, acts as COR, maintains records, and manages small procurements. Assists in determining costs, performing analyses, soliciting bids, preparing justifications, and communicating with vendors and contractors. Assists with purchase orders and controls purchasing and use of supplies. Oversees property management, prepares accession/de-accession documents, conducts equipment surveys, and ensures efficient use of property. Exercises authority for obligations and expenditures. Assists in identifying, monitoring, and reporting JCAHO standards and tracers. Works with staff to identify subject-matter training needs, publishes training opportunities, arranges classroom space, and supports preparation of audiovisual materials and handouts. Work Schedule: Full-Time, 40 hours a week, Monday - Friday, 7:30 am - 4:00 pm Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD137520 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorize 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. 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, 10/23/2026. 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. A Quality Ranking Factor* has also been requested by the facility to help determine which of the basically qualified applicants are likely to be better qualified for a position. The quality ranking factor for this position is: Experience supporting administrative functions within a healthcare or behavioral health environment, including familiarity with clinical workflows, regulatory expectations, or multidisciplinary team operations. *Quality Ranking Factors are skills, knowledge, abilities, or other worker characteristics which could be expected to result in superior performance on the job. Quality ranking factors will not be used for screening but may be used as ranking criteria. Applicants with higher proficiency levels may rank above those with lower proficiency levels on a quality ranking factor. 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-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: Providing administrative support to a program, service, or department, such as tracking action items, preparing administrative reports, maintaining program records or data systems, and coordinating workflow to ensure timely completion of tasks. Supporting financial or budget activities by reviewing financial data, monitoring fund balances or expenditures, assisting with reconciling discrepancies, and preparing routine budget documentation. Assisting with procurement or property actions by preparing purchase requests, maintaining inventory or property records, coordinating supply and equipment needs, and monitoring order or delivery status. Interpreting and applying organizational policies, Standard Operating Procedures (SOPs), or administrative guidelines to support daily operations and identify issues needing clarification or corrective action. Communicating information to internal or external stakeholders through written correspondence, email, or participation in administrative meetings, including providing updates or procedural guidance. Using enterprise software and office tools (e.g., word processing, spreadsheets, administrative databases) to maintain data, track metrics, and generate reports. 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 an LL.B. or J.D. in a related field that demonstrates the knowledge, skills, and abilities necessary to do the work of this position. NOTE: Transcripts must be submitted with application. Education cannot be credited without documentation. 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 graduate level education (in excess of the first year or 18 semester hours) and specialized experience to meet total experience requirements. NOTE: If using education combined with specialized experience to qualify, a copy of your transcript is required. Preferred: The ideal candidate will have experience using advanced administrative and technical tools to support workflow efficiency. Examples of preferred experience include: 2 to 5 years of progressive experience in general office administration, customer service, and workflow coordination. Strong communication skills used to manage office operations, coordinate teams, and represent the organization effectively. Possession of a current Contracting Officer's Representative (COR) certification (Level I, II, or III). 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 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 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