Administrative Officer

The incumbent is aligned under the Office of the Chief, Medical Administration Service (MAS) and provides high-level administrative support to MAS towards the efficient functioning of all programs and services under the purview of the Service. Due to the magnitude of the programs and services involved and with an authorized FTEE of 200, the incumbent assists the Chief and Assistant Chief of MAS by collecting, analyzing, and displaying information/data in a format ready for decision making.

Major duties: The duties of the Administrative Assistant include, but are not limited to: Program Management: Recommends to the Chief and Assistant Chief of MAS, administrative methods, and procedures for inclusion in Service and medical center policy. Consults with management at all levels when reviewing or analyzing operations interrelated with other services. Assists, coordinates, creates and/or advises in the development of new programs and policies.

This includes responsibility for identifying problems with existing programs or policies, suggesting new programs or policies, and implementing those suggestions as assigned. Works with the Chief and Assistant Chief of MAS and other facility personnel at all levels to ensure quality management and compliance issues pertaining to MAS are documented and appropriate follow-up action is taken regarding any problems, deficiencies or recommendations made as a result of the Service's quality management activities.

Human Resources. Serves as a Human Resources advisor for the Service, advising and making recommendations on matters of personnel utilization. Ensures HR Smart and other HR systems accurately reflect current Service FTEE, etc. Reviews the organization chart and all position descriptions for the Service and makes recommendations for changes in order to improve effectiveness and efficiency. Maintains a tracking mechanism and ensures all position descriptions are current.

The incumbent is responsible for resource surveillance, evaluation, and planning to ensure efficient utilization of manpower, equipment and space based on constantly changing program demands and makes recommendations to MAS leadership for decision-making. Serves as backup timekeeper for the service. Training Coordination and Supply Management. Serves as Training Coordinator for the Service. Formulates and directs training orientation and training of employees to ensure adequately trained staff to provide 24-hour administrative coverage.

Serves as Logistics advisor for the Service, advising and making recommendations on matters concerning procurement of equipment, supplies and services as well as inventory control for the Service. Ensures all MAS delegations of authority are current. Uses delegation of authority to receive supplies, services, and equipment; conduct equipment inventories; and approve expenditure of funds as appropriate.

Contracting/Budgeting. Serves as a Contracting Officer Representative for one or more contracts and is intimately involved in the management of the Service budget. Monitors use of funds via FMS and VistA. Keeps the Chief and Assistant Chief of MAS advised of any budget shortfalls or budget excesses. Works closely with Fiscal Management Service regarding budget spending rates, fund requests and proactively prepares the annual budget(s) for MAS leadership approval.

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, 7:30 am - 4:00 pm. Subject to change based on the needs of the Agency. Virtual: This is not a virtual position.

Position Description/PD#: Administrative Officer/PD842450 and PD842460 Relocation/Recruitment Incentives: Not Authorized. Critical Skills Incentive (CSI): Not Approved. Permanent Change of Station (PCS): Not Authorized. Requirements: You must be a U.S. Citizen to apply for this job To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment.

The online assessment measures critical general competencies required to perform the job. Selective Service Registration is required for males born after 12/31/1959. Physical Requirements: The work does not require unusual physical demands. Incumbent may occasionally carry light objects such as books, files, and papers; some walking, standing and bending may be required. The work required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment.

A pre-placement physical examination is not required. Subject to background/security investigation. Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued identification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment.

Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP). As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider: your performance and conduct; the needs and interests of the agency; whether your continued employment would advance organizational goals of the agency or the Government; and whether your continued employment would advance the efficiency of the Federal service.

Upon completion of your probationary period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest. 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/accreditation/. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.