Administrative Officer

Summary

This position is assigned to the Education Service at the Texas Valley Coastal Bend Health Care System, and is integral to the effective oversight and management of the Service and its programs. The incumbent enforces VA policies & regulations. The Administrative Officer (AO) is the subject matter expert for all tasks under the purview of the position. This Administrative Officer is the principal manager of the Service reporting directly to the Associate Chief of Staff for Education & Research.

Duties

Major Duties: Administrative and Budget Guidance The incumbent manages and coordinates all administrative aspects of the Education service and will represent the ACOSE/R when designated to do so. Liaison and responsible to senior leadership on administrative matters concerning Education & Research Service and its staff. The primary function of this position is two-fold: remain abreast of medical center matters and situations so the Service can respond or act accordingly, and ensure senior leadership is apprised of Service issues that may/will affect the medical center. The incumbent has oversight and management authority for Service-level fund control points for medical, administrative, and facilities employee training budgets; employee salaries and overtime costs (as appropriate); house staff disbursement agreements allocations and Associated Health Trainees stipend allocations. Responsible for the formulation and execution of the annual Service-level Business Plan for salaries, funding for employee training for Continuing Education, supplies, and equipment. Tracks allocations, obligations, and expenditures, and initiates quarterly or other interim adjustments, applying an in-depth knowledge and understanding of budget formulation, execution, and accountability in accordance with prescribed policies, procedures, and regulations. Direction and Planning Provides programmatic and administrative direction for the Service. Responsible for the development, accuracy, and implementation of Service policies and procedures. Defines major issue goals, envisions multiple or alternate strategies, recommends short- and long-term actions plans, and facilitates and executes the best proposed or alternate resolution. Acts as a subject matter expert (SME) interpreting VA regulations, policies, and other references for Service personnel and/or expected action. Develops, evaluates, and modifies process structure and internal systems to effectively and efficiently achieve programmatic goals. Analyses, interprets, and manages workload and other data in resource planning of authorized Full-Time Equivalents (FTE), overtime usage, and fund control points ensuring resources are within established ceiling allocations. Prepares all reports, as requested by VACO, VHA, the Office of Academic Affiliations (OAA), VISN, Facility leadership, and the incumbent's supervisor, as well as those for non-VA external stakeholders, such as academic Affiliates, or other institutions. Serves as the Service's primary Contracting Officer Representative (COR); prepares Service-level contracts and supports documentation, i.e., Statement of Work, Independent Government Cost Estimate (IGCE), Market Research Worksheet, Sole Source justification, and other salient requirements. Employs sound management principles and administrative experience to guarantee efficient task management and operational success for Education Service programs and staff aligned under the ACOSE/R. Supervises non-clinical administrative program support staff. Program Administration Coordinates and analyzes budget submissions, cost distribution reporting, staff mapping, fund control point usage, personnel management, training programs, and space concerns to present a "whole picture" to the ACOS E/R, Chief of Staff, and senior leadership, i.e., Chief Fiscal Officer, Chief of Logistics, and the Chief Information Officer. The incumbent is a key official in executing fiscal management, and as such, serves as the Service liaison with Managerial Cost Accounting and Analysis staff regarding accurate personnel mapping and accounting of assigned human capital; Fiscal Service accountants and payroll specialists; Human Resources Service classification and recruitment staff, and labor relations personnel; Logistics Service purchasing agents and contracting representatives; and hardware, software, and applications specialists in the Office of Information & Technology. Assists the ACOS E/R and training program directors with VA orientations for House staff. Responsible for working with program coordinators for space, preparation of documentation and presentations. Manages the TVCBHCS Employee Continuing Education Program. Work Schedule: Monday through Friday, 8:00am - 4:30pm Telework: This position may be authorized for Ad-hoc telework. Telework eligibility will be discussed during the interview process. This is an onsite position. Ad-hoc Telework may be offered when deemed necessary by the department. (Employees who telework on an occasional, episodic, or short-term basis, must complete required telework training and a telework agreement.) Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD00402O Relocation/Recruitment Incentives: Not Authorized 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, 11/10/2026. 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. 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-09 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Possess an in-depth knowledge of health services administration principles, i.e., concepts of a medical care facility, organizational behavior and its culture, fiscal management, strategic planning, and the use of statistical applications for sound recommendations to and for senior leadership, Service Chiefs, and supervisors regarding the Education Service's mission and goals, and its inherent customer service responsibilities. 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 LL.M., if related. (TRANSCRIPT REQUIRED). OR, Combination: Applicants may also combine education and experience to qualify at this grade level. You must have a combination of specialized experience and education beyond a master's degree. (TRANSCRIPT REQUIRED). Physical Requirements: The work is sedentary. Some work may require movement between offices, hospitals, warehouses, and similar areas for meetings and to conduct work. Work may also require walking/standing, in conjunctions with t