Administrative Officer

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/13/2026. 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-9 position you must have served 52 weeks at the GS-7. 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. GS-9 Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-7 in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include, but are not limited to: Serving as the service liaison to multiple services for processing new employees; assisting in collecting, organizing, and compiling data for reports and assigned tasks; assisting with planning, organizing, and performing analysis of data to aid in achieving program goals; performing HR recruitment process.

NOTE: 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. OR, Education: Applicants may substitute education for the required experience.

To qualify based on education for this grade level you must have successfully completed a master's or equivalent graduate degree, or 2 full years of progressively higher level graduate education leading to such a degree, or an LL.B. or J.D. in a related field 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. Possess equivalent combinations of successfully completed graduate level education (in excess of the first year or 18 semester hours) and specialized experience to meet total experience requirements. NOTE: If using education combined with specialized experience to qualify, a copy of your transcript is required.

GS-11 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: Advising on and implementing actions to ensure administrative requirements are met in such areas such as budget and fiscal management, supplies and equipment management, human resources management, strategic planning and program evaluation; reviewing and evaluating completed staff actions (memos, reports, studies, fact sheets, information papers) for overall quality of document, appropriate levels of coordination, consistency, logic, soundness of recommendations, and compliance with policy; Acts as the liaison with Human Resources Management Service concerning personnel--related matters, Assist managers and staff in projecting staffing needs, writing position descriptions, developing job analysis, preparing performance plans and appraisals, processing training requests, drafting disciplinary and adverse actions, responding to grievances, and bargaining requests, and handling other labor relations issues, Providing advice to management and program personnel on budgetary and finance issues.

NOTE: Experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week. OR, Education: Applicants may substitute education for the required experience.

To qualify based on education for this grade level you must have successfully completed 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. OR, Combination: Applicants may also combine education and experience to qualify at this level.

You must have equivalent combinations of successfully completed graduate level education (in excess of the first two years or 36 semester hours) and specialized experience to meet total experience requirements. 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/.

Major duties of the position include, but are not limited to: Administration Management (35%) Plans, develops, and evaluates administrative operations for Pathology and Laboratory Medicine Service (P&LMS). Coordinates, prepares, and submits quantitative and qualitative reports, budget statements, MCA and Labor Mapping surveys, and other reports required by VISN, VACO, NEO, Medical Center leadership, the Laboratory Manager, and the Service Chief.

Analyzes and reviews documentation protocols, records management processes, directives, forms, memorandums, disposal procedures, and office automation systems to ensure compliance and operational efficiency. Monitors clinical operations through review, analysis, and reporting of workload statistics, program functions, and operational performance measures.

Collects, validates, analyzes, and trends data including RVUs, clinic encounters, procedures, wait times, missed opportunities, and peer review findings to support reporting and decision-making. Conducts qualitative and quantitative analyses, develops recommendations, and supports process improvements that promote quality care and achievement of strategic goals.

Maintains organizational and functional charts, provider listings, and recruitment-related administrative functions for pathologists and administrative support staff. Personnel Administration and Management (35%) Participates in workforce planning and staffing analysis, including staff utilization, recruitment, FTEE acquisition, and allocation.

Coordinates recruitment activities including practitioner board actions, position announcements, candidate certification, interview coordination, start-date processing, and position description development. Serves as liaison for Human Resources activities including proficiencies, performance appraisals, license renewals, competency assessments, and promotions.

Administers personnel management programs including recruitment, classification, staffing, employee relations, awards, pay and leave administration, training, travel, EEO, and workers' compensation. Acts as liaison with Human Resources regarding onboarding, recruitment, and personnel-related matters. Serves as Personal Identity Verification (PIV) Sponsor.

• Provides guidance to managers and staff on interviews, position descriptions, job analyses, performance plans, appraisals, training requests, schedules, and disciplinary actions.
• Reviews and interprets personnel requests, recommends appropriate actions, and identifies issues requiring Human Resources intervention.
• Develops, implements, and interprets administrative policies and procedures, providing ongoing training and guidance to staff.

Serves as accountable property official for equipment assigned to the service, overseeing inventory, acquisition, maintenance, replacement, and disposal. Oversees general office operations, including timekeeping, administrative reporting, and related administrative functions. Budget/Fiscal and Procurement/Contracting Management (30%) Assists the Chief of P&LMS with budget development, execution, and fiscal management of service operations.

• Supports budget formulation, justification, financial reporting, and expenditure monitoring to ensure effective resource management.
• Analyzes budget calls, fiscal guidance, and reporting requirements, and briefs supervisors on schedules and financial data requirements.
• Prepares and submits budget reports and financial statements required for service operations.

Manages procurement and contracting activities, including purchase requests, proposal evaluations, contract administration, invoice review, and record maintenance. Exercises delegated authority for the obligation and expenditure of funds supporting laboratory operations. Serves as Control Point Official and purchase card oversight official, ensuring compliance with procurement regulations and policies. Conducts purchase card audits and monitors required training compliance for authorized cardholders.

Manages sharing agreements with external organizations, tracks revenue, and conducts cost-benefit analyses to support sound fiscal stewardship. Performs other related administrative, fiscal, procurement, and contracting duties as assigned. Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level.

Work Schedule: Monday-Friday, 7:30AM-4:00PM. Work schedule subject to change based on agency needs. Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD114940 and PD114930 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized