Administrative Officer

Summary

This position is located at the VA Southern Oregon Rehabilitation Center and Clinics (SORCC). The position is aligned under the Service Chief Community Care, under the Associate Director Patient Care Services/Nurse Executive.

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Duties

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Duties include but not limited to:

Program Analysis:

• Plans, develops, coordinates, and directs program analysis of all components of Community Care.
• Responsible for the independent preparation of reports, management briefings and other reporting systems required of the program. Reports typically include in-depth analysis of volume of patients served and demographic data of patients served by pulling raw data from corporate data warehouse (CDW), time study reports for efficiency in consult processes, wait times for capacity/access, staffing levels and progress, ongoing assigned projects from the Community Care Chief including barriers and progress towards completion, and suspense data elements as required by outside inspecting bodies.
• Acts as the administrative lead for weekly metrics, all aspects of monitoring consults, wait times, deferred consults due to COVID 19, Community Care funding, internal and external customer service, medical records through e-Fax, Community care staffing, space and equipment, and MISSION Act implementation as it applies to Community Care.
• Other reports are produced, validated, and complied through various sources including VSSC, VISTA, CDW, ARC, VISN SharePoint, and national VACO offices. The frequency of ongoing reports is weekly and more in-depth tracking reports are at the request of the Community Care Chief or Executive leadership. Several reports are weekly, bi-weekly, monthly, and quarterly.

Supervisory Responsibilities:

• Provides supervision for employees responsible for administrative work in support of the VA SORCC community care service line; MSA's, AMSA's, Supervisory and Lead MSA's, and Voucher Examiners.
• Ensures employees under his/her supervision perform duties in a manner that is highly collaborative with clinical employees within the VA SORCC community care service line, as well as all other service lines across the Medical Center, and community vendors.
• Responsible for: a cohesive team structure within CC; an environment of trust and collaboration; a team-oriented, customer-driven, professional environment to develop new models of care that emphasize prevention, improve access and coordination of care; educate and empower Veterans and their families; enhance the customer experience with positive human interactions and therapeutic alliances; promote the coordination, continuity, and integration of care; demonstrates flexibility, integrity and accountability with a work ethic that emphasizes excellence and quality; and builds customer confidence by professional dress and demeanor.
• Discusses, investigates, and responds to employee grievances to resolve conflicts.
• Represents management at labor management meetings, provides information, and resolves conflicts and/or issues that may arise.
• Assures management officials are familiar with the negotiated agreement.
• Listens to problems and concerns of assigned employees and helps when possible or secures the advice from Human Resources.
• Coordinates and participates in disciplinary actions and responds to appeals and grievances and attends hearings when requested. This may involve working with Human Resources, Special Counsel, Equal Employment Opportunity (EEO) Investigators, and others in resolving personnel problems and taking personnel actions.

Program Administration:

• Plays a vital role in developing and coordinating internal review systems to assure that both clinical and administrative activities follow agency and accrediting and regulatory requirements.
• Provides for full administration of reporting, evaluation, and community care requirements associated with the accreditation of the organization.
• Establishes procedures to meet unusual or unique standards assuring services provided meet nationally accepted standards, are at least equal to those available in the community and are maximally cost effective.
• Employs updated mechanisms proven to be effective in the provision of service.
• Assures all standards of regulatory and accrediting agencies are continuously met in full.
• Participates in all system reviews both internal and external and makes suggestions on ways to improve overall management for the division.

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, 8:00 am-4:30 pm

Telework: Not Available

Virtual: This is not a virtual position.

Position Description/PD#: Administrative Officer / PD904400 and PD904410

Relocation/Recruitment Incentives: Not Authorized

Critical Skills Incentive (CSI): 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
• 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 Time-in-Grade and Specialized Experience requirements within 30 days of the closing date of this announcement, 09/17/2026.

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 within 30 days of the closing date of this announcement. For a GS-09 position you must have served 52 weeks at the GS-07. For a GS-11 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.

For GS-09:

• 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: Collects, compiles, and summarizes program data for use in budget preparation, reporting, and decision-making; uses standard financial analysis techniques to assist with budget tracking, expense reconciliation, and resource allocation; prepares routine correspondence, basic reports, and meeting minutes using word processing and spreadsheet software; inputs data accurately into hospital-wide software systems, such as referral management and patient tracking systems; communicates administrative information to staff and stakeholders both orally and in writing; applies established procedures to assist with the implementation of new administrative processes or computer systems; and reviews administrative documents for completeness and compliance with relevant Veterans Health Administration policies and procedures.
• NOTE: 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. OR,
• Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have have successfully completed a Masters or equivalent graduate degree or 2 full years of progressively higher-level graduate education leading to such a degree or LL.B. of J.D., if related that demonstrates the knowledge, skills, and abilities necessary to do the work of this position. NOTE: Copies of transcripts must be submitted with your application materials. Education cannot be credited without documentation. 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 possess equivalent combinations of successfully completed graduate level education and specialized experience to meet total experience requirements. NOTE: Copies of transcripts must be submitted with your application materials. Education cannot be credited without documentation.

For GS-11 :

• 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: Independently develops, monitors, and adjusts program budgets using advanced forecasting and financial analysis methods; conducts in-depth data analysis and prepares comprehensive reports that inform leadership decision-making; implements and evaluates complex administrative policies, directives, and regulatory requirements for the Veterans Health Administration; designs and manages spreadsheets and databases to track performance metrics and outcomes for multiple programs; coordinates the use of VA-specific referral management and hospital information systems, including troubleshooting and training staff on new features; presents data-driven recommendations to stakeholders in both written reports and oral briefings, supporting organizational improvements; and interprets and applies new rules and regulations to update and optimize administrative procedures and workflows.
• NOTE: 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. OR,
• Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must possess a Ph.D. or equivalent doctoral degree or 3 full years of progressively higher-level graduate education leading to such a degree or or LL.M., if related. This education must have been obtained in an accredited business, secretarial or technical school, junior college, college, or university. NOTE: Copies of transcripts must be submitted with your application materials. 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 in excess of a Masters degree or two years of graduate level education (36 semester hours) and specialized experience to meet total experience requirements. NOTE: Copies of transcripts must be submitted with your application materials. Education cannot be credited without documentation.

Preferred Experience: Cerner, Oracle, or Federal EHR. Experience using advanced Excel tools-such as pivot tables, formulas, and charts-to pull data, analyze trends, and create clear visual reports for leadership is preferred. Ability to translate complex information into concise, decision ready summaries is highly desirable.

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

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.

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.

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.