Administrative Officer

Summary

The position is in the Quality and Patient Safety (QPS) Service, which encompasses Accreditation, Patient Safety, High Reliability Organization, Evidence-Based Program, Strategic Analytics for Improvement and Learning, External Peer Review Program, Infection Prevention and Control, and Systems Redesign and Improvement, VA Surgical Quality Improvement Program, Safe Patient Handling and Mobility and the Falls Prevention Program, at the VA Long Beach Healthcare System (VALBHS).

Duties

Duties Include but are not limited to: Develops, implements, maintains, and improves administrative systems and internal controls that support QPS Service operations, healthcare quality monitoring, and compliance with regulatory requirements. Maintains oversight of critical governance documentation for committees and councils, including charters, operating rules, agendas, minutes, action trackers, annual reviews, membership rosters, voting records when applicable, and records retention practices needed to demonstrate governance integrity and survey readiness. Establishes and monitors processes for QPS Service policy, Standard Operating Procedure, standard work, scope of service, and directive management to ensure documents are current, routed for review, approved by the appropriate authority, disseminated, and maintained on the designated electronic platform. Performs data analytics to support leadership decision-making, accreditation readiness, action-item monitoring, performance improvement, and operational planning; gathers, validates, analyzes, trends, and presents data in narrative, spreadsheet, dashboard, graph, and briefing formats. Develops, updates, and maintains dashboards and workflow tools using Microsoft Office applications, SharePoint, and Power Apps or comparable approved platforms to track action items, performance indicators, compliance activities, committee deliverables, and governance milestones. Assists with design and maintenance of data collection systems and electronic tracking tools for Health Service Area (HSA) 5.3 actions, OIG Hotline cases, accreditation findings, internal review items, innovations program activities, and other leadership priorities. Tracks and coordinates responses to HSA 5.3 action items and other assigned regional requests; monitors suspense dates, consolidates supporting documentation, coordinates clearance with senior and QPS leadership, and ensures timely submission of complete responses to the regional office. Coordinates and tracks OIG Hotline complaints from Veterans and other sensitive inquiries requiring timely review and response by senior and QPS leadership to the regional office; ensures records are organized, responses are complete, and follow-up actions are monitored through closure. Prepares reports, issue papers, correspondence, executive summaries, briefing materials, and other written products related to service operations, regulatory matters, governance actions, and administrative initiatives Coordinates administrative and operational activities that interface with QPS Service, including collaboration with clinical services and support offices such as Fiscal, Human Resources, Engineering, Information Management, Safety, Police, Environmental Management, and Acquisition and Materiel Management. Assists as backup for External Peer Review Program (EPRP), performance measures, and quality management activities by collecting, analyzing, and reporting healthcare performance data; maintaining dashboards and databases; supporting executive briefings and accreditation reviews; and coordinating with facility staff to identify issues, trend results, and recommend improvements in service quality, efficiency, and compliance. Organizes, assists, and analysis of timelines with responses to accreditation, audit, inspection, and program review activities involving agencies such as Joint Commission (JC), Office of Inspector General (OIG), Ascellon, Office of Medical Inspector (OMI), VISN, and other internal or external oversight entities identified in the service mission. Reviews and analyzes internal and external findings, helps develop corrective action plans, tracks implementation milestones, escalates and makes recommendations for unresolved barriers or overdue actions to QPS leadership. Conducts special studies and administrative analyses involving process improvement, organizational effectiveness, workflow redesign, issue resolution, and program support functions across the service. Assists in budget oversight for the innovations program and other assigned control points or initiatives by gathering requirements, tracking planned and actual use of funds, monitoring balances, preparing status updates, and identifying funding issues for QPS leadership review Provides administrative support for recruitment, onboarding, training coordination, performance management documentation, time-sensitive personnel actions, and related service office requirements. Serves on committees, workgroups, task forces, review teams, or special projects as assigned by service or facility leadership. Work Schedule: Monday - Friday, 7:00AM-3:30PM Compressed/Flexible: At Management's Discretion Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD13151O Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Welcome to VA Long Beach Tibor Rubin - History

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-09 position you must have served 52 weeks at the GS-07. 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 GS-09: You must have one year of specialized experience equivalent to at least the next lower grade GS-07 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: collecting, validating, analyzing, and reporting program data; developing and maintaining dashboards, spreadsheets, databases, or electronic tracking systems; coordinating responses to audits, accreditation reviews, inspections, action items, or compliance activities; preparing executive reports, briefing materials, issue papers, and official correspondence; monitoring administrative operations and internal controls; interpreting and applying healthcare, regulatory, or organizational policies and procedures; coordinating activities among clinical and administrative stakeholders; and providing administrative and analytical support to leadership in a healthcare or quality management setting; OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a master's or equivalent degree, or 2 full years of progressively higher level graduate education leading to such a degree. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of