Administrative Officer

U.S. Department of Veterans Affairs; Charleston (SC); On-site; USD 52,000 - 68,000; Full time

Job summary

U.S. Department of Veterans Affairs, within the VISN 7 Ralph H. Johnson Health Care Systems in Charleston, SC, seeks an Administrative Officer at the GS-9 level. Responsible for advising executive leadership on admin policies, coordinating service lines, and managing calendars and correspondence.

The role requires federal experience or the appropriate education, with strong office automation skills and the ability to work on-site in Charleston, SC.

Qualifications

• One full year of specialized experience at GS-7 level or equivalent.
• Master's or graduate degree in a related field can substitute for experience.
• Combination of experience and education may meet the requirements.

Responsibilities

• Advises the Medical Center Executive Leadership Team on administrative, management, and HR policies.
• Coordinates and tracks service line deliverables and compiles responses for leadership review.
• Manages the supervisor's calendar and schedules meetings, briefings, conferences, and activities.
• Reviews and processes Executive Office correspondence for accuracy and signature.
• Drafts official correspondence, reports, and memoranda on own initiative.
• Losters liaison between management staff and supervisor; coordinates actions in supervisor's absence.
• Establishes and monitors office procedures and administrative controls.
• Records and edits minutes for meetings and tracks action items.

Skills

Specialized experience

Education for experience

Experience-education mix

Education

Master's degree or higher

Tools

Office automation software

Job description

Summary

This position is in the Veterans Administration (VA) - Veterans Health Administration (VHA) - Health Care Network (VISN 7) - Ralph H. Johnson Health Care Systems - in the Executive Office of the Chief of Staff in Charleston - SC.

Qualifications

TO QUALIFY FOR THIS POSITION AT THE GS-9 GRADE LEVEL - YOU MUST MEET ONE OF THE FOLLOWING CRITERIA: SPECIALIZED EXPERIENCE: You must have one (1) full year of specialized experience equivalent to the GS-7 grade level in federal service that equipped you with the particular knowledge - skills - and abilities to perform successfully the duties of an Administrative Officer - and that is typically in or related to the work of this position. Specialized experience includes providing administrative support by tracking assignments and deadlines; preparing and reviewing correspondence and reports; scheduling meetings and maintaining calendars; processing personnel and timekeeping actions; reviewing and applying administrative policies and procedures; and using office automation software to support office operations. 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. A full year of work is considered to be 35-40 hours of work per week. ~OR~ SUBSTITUTION OF EDUCATION FOR EXPERIENCE: 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 field related to this position that demonstrates the knowledge - skills - and abilities necessary to do the work of this position. NOTE: Transcripts (unofficial or official) must be submitted with your application materials. Education cannot be credited without documentation. ~OR~ COMBINATION OF EXPERIENCE AND EDUCATION: You must have 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: 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. A full year of work is considered to be 35-40 hours of work per week. Transcripts (unofficial or official) must be submitted with your application materials. Education cannot be credited without documentation. 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/.

Duties

• ***THIS IS NOT A VIRTUAL POSITION - YOU MUST LIVE WITHIN OR BE WILLING TO RELOCATE WITHIN A COMMUTABLE DISTANCE OF THE DUTY LOCATION*** Duties may include but are not limited to the following: Advises the Medical Center Executive Leadership Team (ELT) member on administrative - management - and HR policies and procedures
• Coordinates and tracks service line deliverables - assigns tasks to appropriate subject matter experts - and compiles responses for leadership review
• Manages the supervisor's calendar and schedules meetings - briefings - conferences - and other activities
• Reviews and processes Executive Office correspondence - ensuring accuracy and compliance before signature
• Drafts official correspondence - reports - and memoranda on own initiative
• Serves as liaison between management staff and the supervisor and coordinates actions in the supervisor's absence
• Establishes and monitors office procedures - administrative controls - and correspondence routing systems
• Records and edits minutes for meetings - boards - and councils and tracks action items and deadlines
• Maintains timekeeping records and initiates personnel and overtime actions for assigned staff
• Coordinates travel - visits - and logistical arrangements for the supervisor and visiting officials
• Manages office supplies - equipment - and service requests
• Tracks staffing and recruitment activities and drafts or updates position descriptions
• Prepares briefing books - reports - summaries - charts - and other materials for senior leadership
• Performs other related duties as assigned
• Work Schedule: Monday - Friday - 7:30am - 4:00pm Recruitment & Relocation Incentives: Not authorized Critical Skills Incentive (CSI): Not approved