Administrative Officer

Summary

The Administrative Officer (AO) for the Quality and Patient Service (QM) at the Beckley Veterans Affairs (VA) Medical Center is responsible for directing and performing all administrative functions for the assigned service, which includes program administration, personnel management, business operations, financial management, quality assurance, facilities management, and related matters in support of the medical facility.

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Duties

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Major duties and Responsibilities include but are not limited to:

• Independently directs and manages all office operations for QM, overseeing personnel management, budgetary activities, supply and equipment control, report preparation, workflow, and management, budgetary activities, supply and equipment control, report preparation, workflow, and policy adherence to facilitate the professional staff in accomplishing the patient care mission.
• Plans, organizes, develops, directs and evaluates all aspects of QM service administration. Manages correspondence, prepares reports, coordinates agenda planning and minute transcription for the QPSC, PEER Review, Infection control, and SAIL meetings. Tracks actions items to closure and provides administrative support during survey and accreditation activities.
• Manages and maintains the facility MCP, SOP, Charter SharePoint, ensuring all documents are compliant with all applicable federal, state and accrediting body requirements. Creates, Organizes and archives MCPS, SOPS and Charters, providing frequent updates to leadership.
• Oversees SharePoint administration, implements new features to enhance data sharing, teamwork, and program efficiency. Participates in quality and process improvement teams to optimize operational efficiency and service delivery.
• Oversees staff recruitment, training, performance evaluation, and professional development, fostering a collaborative and high performing team environment. Prepares PDs, FSs, and information related to positions and submittal to RMC. Works closely with HR to ensure strong communication, compliance with OPM and provides oversight for personnel management with the QM Service.

Work Schedule: FT, Monday-Friday, 8:00am-4:30pm

Telework: Not available.

Virtual: This is not a virtual position.

Position Description/PD#: Administrative Officer/ PD2604510

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
• 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.

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.

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 09/08/2026.

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.

Qualifications: To meet the minimum qualifications for this position, you must meet one of the following:

• SPECIALIZED EXPERIENCE - One (1) full year of specialized experience equivalent to the GS-9 grade level in federal service that equipped you with the particular knowledge, skills, and abilities to perform successfully the duties of an Administrative Officer, and that is typically in or related to the work of this position. Specialized experience includes: Creating reports, coordinating and scheduling meetings, and submitting requests/work orders using a personal computer and office automation programs (such as word processing, spreadsheets, etc.); maintaining and updating department or service-level databases and shared computer drives; accurately preparing timecards for submission and processing; resolving timekeeping issues related to overtime, holiday pay, unscheduled hours, and various types of extended leave; managing and balancing financial aspects of general fund control points and purchase procedures; and preparing and submitting requests for recruitment, promotion, reassignment, and disciplinary actions.
• 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 - 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 an LL.M. in a field related to this position 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 - Possess equivalent combinations of successfully completed graduate level education (in excess of the first two years or 36 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 Experience:

Experience providing administrative management support in a healthcare or medical center setting, including budget/fiscal analysis, personnel management, and workload/resource planning.

Experience coordinating with clinical leadership and committees related to quality assurance and patient safety.

Physical Demands:

The work is sedentary. Occasionally requires carrying of objects up to 30 pounds. Some walking, standing, pushing, pulling, reaching, stooping, and bending. Driving an automobile. No special physical qualifications are required.

Work Environment: Work is typically performed in an office setting. Work is typically performed in an adequately lighted and climate-controlled setting. Requires occasional travel to offsite locations. Requires occasional walking around the hospital and offsite locations. May on occasion entail evening and weekend duty.

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

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.