Administrative Officer

U.S. Department of Veterans Affairs; Dayton (OH); Hybrid; USD 70,000 - 100,000; Full time

Benefits offered by this job

Telework (ad-hoc)

Job summary

U.S. Department of Veterans Affairs (Dayton VA Medical Center) is seeking an Administrative Officer to serve as the primary administrative and operational advisor to FMS leadership.

The AO will oversee budget formulation and execution, HR management, and procurement oversight, coordinating with service chiefs and senior leadership. The role involves planning, organizing, and negotiating with management on resource proposals, with a focus on healthcare facility operations and compliance.

Qualifications

• Experience in budget formulation and execution within a healthcare facility
• Experience in general administrative support in a healthcare facility system
• Ability to plan, organize, and negotiate with management on resource-intensive proposals
• Time-in-grade and federal qualification requirements may apply; combination of education and experience acceptable

Responsibilities

• Coordinates procurement and contracting budget including utilities for the Medical Center and related service contracts
• Performs budget administration functions as Control Point Approving Official
• Conducts interviews and participates in the selection of new employees
• Prepares Organizational charts for review and presentation by the Chief Engineer
• Coordinates HR actions for compliance with policy and recruitment processes
• Evaluates and reviews work methods and SOPs for compliance and accuracy
• Coordinates and implements the ADP system as ADP Coordinator
• Develops data capture and reporting procedures for program management initiatives
• Monitors Equipment Inventory Lists and forecasts replacements for non-expendable property

Skills

Budget formulation

Administrative support

Negotiation

HR coordination

Interviewing & recruitment

Education

Ph.D. or equivalent doctoral degree, or 3 years of grad school, or LL.M. in a related field

Job description

Summary

This position is located within Facilities Management Service (FMS) at the Dayton VA Medical Center. The Administrative Officer (AO) serves as the principal administrative and operational advisor to the Service Chief and senior FMS leadership team. The AO provides leadership and oversight for administrative operations involving budget formulation and execution - human resources management - procurement and contracting oversight etc. 2 Page Resume Limit DOES APPLY for this position

Summary

This position is located within Facilities Management Service (FMS) at the Dayton VA Medical Center. The Administrative Officer (AO) serves as the principal administrative and operational advisor to the Service Chief and senior FMS leadership team. The AO provides leadership and oversight for administrative operations involving budget formulation and execution - human resources management - procurement and contracting oversight etc. 2 Page Resume Limit DOES APPLY for this position

Qualifications

To qualify for this position - applicants must meet all requirements by the closing date of this announcement - 09/28/2026. 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-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. 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-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: Experience in budget formulation to review budget target allowances from VISN at the local level - and to adjust the budget to conform to the overall needs of the program; Experience in general administrative support in a health care facility system; and Skill to plan - organize - and to negotiate effectively with management to accept and implement recommendations - where the proposals involve substantial agency resources - require changes in established procedures - or may conflict with the status quo. 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 - (TRANSCRIPTS REQUIRED) Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education in excess of a Masters degree or two years of graduate level education (36 semester hours) and specialized experience to meet total experience requirements. (TRANSCRIPTS REQUIRED) 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

• Duties include: Coordinates procurement and contracting budget including utilities for the Medical Center - GSA leased vehicles - operating supplies and services - maintenance and repair of building service equipment (BSE)/systems - service contracts on operating equipment - and station level projects
• Performs budget administration functions as Control Point Approving Official
• Conducts interviews and participates in the selection of new employees
• Prepares Organizational charts for review and presentation by the Chief Engineer to higher management for approval
• Coordinates and reviews with Human Resource Management Service - Engineering personnel management actions for compliance with established policy and follows through with the recruitment process
• Evaluates and reviews work methods and standard operating procedures for compliance - quality - and accuracy with governing regulations
• Coordinates and implements the Automated Data Processing (ADP) system as the ADP Coordinator
• Develops data capture and reporting procedures to track progress of Engineering Service's program management initiatives
• Monitors Equipment Inventory Lists (EIL) of inventories and prepares replacement forecasts for non-expendable personal property equipment
• Work Schedule: Full-Time - Monday - Friday - 8:00am - 4:30pm
• Telework: This position may be Authorized Ad-Hoc telework only
• Virtual: This is not a virtual position
• Position Description/PD#: Administrative Officer/PD940230 Relocation/Recruitment Incentives: Not Authorized
• Critical Skills Incentive (CSI): Not Approved
• Permanent Change of Station (PCS): Not Authorized.