Administrative Officer

Summary

The Administrative Officer, serves in the Office of the Director at the VA Palo Alto Health Care System. This position coordinates administrative operations, personnel actions, policy management, program analysis, and process improvement activities. The incumbent provides advice and recommendations to leadership to improve the efficiency and effectiveness of programs under the Director's oversight.

Duties

Major Duties: Provides administrative management and guidance for the Office of the Director and its operational services, interpreting policies, laws, and regulations and recommending solutions to administrative issues. Reviews, tracks, and coordinates responses to patient complaints, patient advocate requests, congressional inquiries, Office of Inspector General reports, issue briefs, and other time-sensitive correspondence. Coordinates the review, revision, and implementation of policies and standard operating procedures; reviews facility policies requiring executive concurrence and recommends corrective actions. Coordinates recruitment and hiring activities for service chiefs, executives, and Title 5 employees, including developing position descriptions and functional statements, initiating personnel actions, assisting with vacancy announcements, and arranging interview panels. Maintains personnel-related records and prepares documentation for performance management, incentives, awards, telework agreements, organizational changes, and other personnel matters; supports implementation of approved All Employee Survey action plans. Serves as the Automated Data Processing Applications Coordinator and Personal Identity Verification sponsor, coordinating user access, basic technical troubleshooting, access reviews, equipment and software needs, and PIN resets. Develops and facilitates process improvement projects using Lean, Six Sigma, and project management techniques to improve administrative workflows and ensure timely completion of action plans. Supports leadership committees, councils, and workgroups by coordinating assigned activities, participating in meetings, and documenting proceedings and action items. Conducts qualitative and quantitative analyses of program operations, resource needs, and performance trends; investigates deviations and recommends improvements to program efficiency and effectiveness. Prepares studies, reports, executive decision memoranda, and briefings that present findings, implementation strategies, and recommendations to the Director, Health System Specialist, and other management officials. Work Schedule: Monday - Friday, 8:00a.m. - 4:30p.m. PST Telework: This position may be authorized for Ad-Hoc telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD01447O Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized

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-11 position you must have served 52 weeks at the GS-9. 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: Coordinating administrative operations for an organization; interpreting and applying administrative policies and procedures; coordinating recruitment and personnel actions; analyzing program operations and performance data to identify problems and recommend improvements; and preparing correspondence, reports, and briefings for management. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 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: 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. NOTE: Transcripts must be submitted with application. Education cannot be credited without documentation. You will be rated on the following Competencies for this position: Attention to Detail Decision Making Integrity/Honesty Interpersonal Skills Learning Reading Comprehension Reasoning Self-Management 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. 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. No special physical qualifications are required. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/.

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: http://ope.ed.gov/accreditation/. 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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.