Administrative Officer

Summary

This position is in the Imaging Service at the VA Portland Health Care System. The incumbent serves as the Administrative Officer of Imaging Service and manages collaboratively with Chief, Imaging Service, and the Imaging Manager / Chief Technologist. Together, they plan, implement, and evaluate all aspects of the Imaging Service. Incumbent reports directly to Office of Imaging Manager / Chief Technologist.

Duties

The incumbent is responsible for administrative functions of Imaging Service and is the first line supervisor of all administrative/support staff within the Service. This includes secretarial, and budget management, and data analysis. Administrative operations include personnel management, contracting, outsourcing, budget analysis and preparation, and quality management. The Administrative Officer may represent the Imaging Service on matters related to operations at the Medical Center and VISN. Duties: - Assists with the personnel management for a busy Imaging Service with 80 employees, performing or overseeing the full range of human resources requirements. - Oversees the Imaging Service Timekeeping/Payroll, ensures personnel timecard accounting is completed timely and accurately. - Assists with the overall administrative management for the Imaging Service. - Assists with the administrative management of matters associated with Imaging programs and operations, including collaborative efforts with other clinical and nonclinical services. - Assesses and develops strategic initiatives that respond to departmental and facility goals and enhance the department's financial effectiveness. - Prepares analyses and high-level briefs to senior management including annual management brief and executive reviews. - Develops status reports or response materials for higher level attention, review, or signature, including reports on budget, workload and throughput, forecasting, supply, and demand. - Coordinates regular and ad hoc meetings with various entities including inner department and interdepartmental meetings, and vendors. - Ensures that the service adheres to reporting requirements at all levels including local, VISN and national mandates and initiatives relating to Radiology. - Researches and/or analyzes program issues and requirements. Based on changing operational and program requirements, identifies relevant issues, and provides expert analysis and advice on complex program issues. - Supports administrative requirements for Imaging Research proposals and collaborations. - Provides direct supervision to employees performing a variety of duties supporting Imaging Service, staff and patients. First line supervisor for 3 employees. - Plans work to be accomplished, sets short and long term goals and assigns work based on priorities, instructs employees on work and administrative matters. Directs development of all personnel documentation and of personnel actions. - Knowledge of budgeting and financial management for Imaging Service. This includes budget formulation, justification, and execution; financial management, and financial reporting for a $18 million personnel budget. - Provides advice to senior management on budgetary and finance issues. As top advisor to senior management, provides budget management for major programs. - Exercises responsibility for budget formulation, presentation, and execution, including monthly variance reports. - Maintains awareness of and information about the overall status of financial resources for the service in order to react to changing situations with timely recommendations. Skilled in defending the budget before senior level management. - Interacts and negotiates on adjustments or reprogramming in support of major program changes or requirements. Independently reviews proposals and strategic planning activities for financial impact. - Oversees fund control point budget and activity including fund control points with a budget in excess of $15.7 million, including outsourcing monies. - Manages procurement and contracting for Imaging Service. This may include preparing procurement requests, evaluating proposals for work, acting as, or supervising a Contracting Officer's Representative (COR) for procurements, and/or maintaining procurement and contracting records. - Establishes and oversees procedures for the receipt, review, and follow-up on requisitions for purchases from Federal and special funds. Exercises contracting authority up to an established threshold. Drafts and/or reviews all contract proposals and agreements to assure accurate budgetary, personnel, and administrative arrangements. Provides advice to senior management on contracting and procurement policies and issues. Work Schedule: Monday - Friday, 7:30am to 4:00pm Telework: This position may be authorized for ADHOC telework only. Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD219010 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, 11/17/2026. 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 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. 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: Skills in personnel management and administration, Timekeeping/Payroll, report development, experience assigning work, knowledge of budget and financial management, which may include procurement and contracting knowledge. Manages procurement and contracting. Experience in developing, and implementing local policies, defining administrative requirements, and providing advice to top management on related issues. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 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. 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 a the first 2 years of graduate study (36 Semester hours). The first 2 years of graduate study are not qualifying for GS-11 Preferred Experience: Prior supervisory and administrative officer (or equivalent) experience, 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/accre