Administrative Officer

Summary

The position is located in the Department of Veterans Affairs (VA), Veterans Health Administration (VHA), Mid-Atlantic Health Care Network (VISN 6), Hampton VA Medical Center (MC), Virginia, under the Surgical Services. This position functions as an Administrative Officer (AO) and, directs and coordinates the administrative, operational and planning activities within the service.

Duties

The Incumbent is actively involved and solely responsible for clinic management processes, including, but not limited to interpreting clinical needs, computerized clinic set up, clinic modifications, clinical staffing arrangements, securing codes, monitoring and ensuring encounter form completion, consult management processes, discharge summary/operative note completion, maintaining and monitoring the Electronic Wait List (EWL) and associated plans for addressing all matters relating to clinic issues. Active involvement in Advanced Clinic Access (ACA) process and clinic utilization. The Incumbent is the official point of contact and authority for ensuring incoming rotating residents/students are provided the necessary clinical tools, i.e., codes, orientation, clinic schedules, etc., in order to properly complete progress notes and data entry into the clinical record. Responsible for on-call schedules and ensuring notification to appropriate clinical services. The Incumbent develops the need for and maintains an awareness of available resources, and makes recommendations regarding needs, distribution or redistribution of these resources. The Incumbent is the fund control point official and has full authority for all fund control points for the Service and any programs requiring certification of services rendered before funds are disbursed. The Incumbent maintains the responsibility of operating within the authorized budget. These duties include analyzing, evaluating, advising and coordinating administrative and clinical activities associated with the successful outcome of efforts to improve patient access to VA healthcare. Gathers and analyzes budget needs of the Medical Center in relation to the Service and supervises all phases of budgeting within administrative requirements. Plans a system of internal controls which assures the fiscal management of the Medical Center to be maintained on a sound basis in accordance with generally accepting accounting practices. Responsible for formulation and execution of annual budget, including salaries, travel, supplies, equipment and all other general operating expenses. Discusses, investigates and responds to employee grievances and dissatisfactions in order to resolve conflicts. Represents management at labor/management meetings, provides information and resolves conflicts and/or problems that may arise and assures management officials are familiar with the negotiated agreement. Listens to problems and concerns of Medical Center employees and patients and helps when possible or secures advice from Human Resources. Reviews, analyzes and interprets incoming/outgoing correspondence for determination of accuracy of information, proper composition, proper format, and whether such correspondence conforms to current VA policies, instructions, regulations, as well as the viewpoint of the Chief and management. Recommends appropriate action or suggests appropriate alternatives based on knowledge of internal operations, agency personnel policies, budgetary constraints and work priorities. The Incumbent is responsible for personnel management for the Surgical Service, preparing requests for the Executive Resource Council for replacement personnel, changes in programs, etc. Acts as reviewing authority with the Human Resources Office concerning personnel related matters, i.e., disciplinary actions and responds to appeals and grievances. Attends hearings as requested. This may involve working with District Counsel, Special Counsel, EEO Investigators, Office of Inspector General and others in resolving personnel problems and taking personnel actions. Plays a central role in developing and coordinating internal review systems to assure that both clinical and administrative activities comply with agency and accrediting and regulatory requirements. Assists managers and staff in projecting staffing needs, writing position descriptions, developing job analyses, preparing performance plans and appraisals and drafting disciplinary and adverse actions, special leave requests, performance and incentive awards and other employee and labor relations issues within the Service, with final authority resting with the Chief. Work Schedule: Full Time, Monday - Friday, 8:00am-4:30pm Telework: ADHOC Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD590-024470

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/19/2026. 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. Specialized experience is experience that equipped the applicant with the particular knowledge, skills, and abilities to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled. To be creditable, specialized experience must have been equivalent to at least the next lower grade level in the normal line of progression for the occupation in the organization. At the GS-11 full performance level, the incumbent demonstrates: Knowledge, skill in applying and adapting analytical and evaluative methods and techniques to issues or studies of the efficiency and effectiveness of program operations and substantive administrative support functions, such as dealing with supply, budget, procurement, and/or personnel activities in efforts to improve program effectiveness and organizational productivity. Knowledge of pertinent laws, regulations, policies and precedents that affect the use of program and related support resources. Knowledge of major issues, program goals and objectives, work processes, and administrative operations of the VA/VHA and Surgical services organization, in order to effectively recommend, develop, arrange and execute changes. Ability to and skill in developing new or modified work methods, organizational structures, records and files, management processes, staffing patterns, procedures for administering program services, guidelines and procedures, and automating work processes for the conduct of administrative support functions or program operations. 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, C