Administrative Officer

U.S. Department of Veterans Affairs; Phoenix (AZ); On-site; USD 65,000 - 90,000; Full time

Job summary

The Administrative Officer position in the Nursing Ambulatory Care Department for the Phoenix VA Health Care System (PVAHCS) operates at the full performance level, reporting to the Chief of Nursing Ambulatory Care. It oversees administrative management for Nursing Ambulatory Care and applies analytical and evaluative skills to advise, collaborate, and carry out responsibilities.

Ideal candidates have experience supporting administrative functions in healthcare, familiarity with clinical

Qualifications

• Specialized experience in healthcare administrative support and program coordination.
• Experience with budgeting, financial data review, and reporting.
• Ability to interpret SOPs and apply policies to daily operations.
• Strong communication with internal and external stakeholders.
• Experience supporting executive leadership preferred.

Responsibilities

• Oversee administrative management for Nursing Ambulatory Care.
• Develop, issue, and implement procedures to comply with directives.
• Analyze problems and develop recommendations for systems administration and data management.
• Coordinate with clinical and administrative teams to improve efficiency.
• Assist with budget formulation, justification, and execution.
• Support staff through policy interpretation and guidance.

Job description

Summary

The Administrative Officer position is in the Nursing Ambulatory Care Department for the Phoenix VA Health Care System (PVAHCS) at the full performance level - reporting directly to the Chief of Nursing Ambulatory Care. Oversees and facilitates the administrative management for Nursing Ambulatory Care. The AO applies analytical and evaluative skills; along with - specialized principles and practices of management to advise - collaborate - and carry out assigned responsibilities of the position.

Summary

The Administrative Officer position is in the Nursing Ambulatory Care Department for the Phoenix VA Health Care System (PVAHCS) at the full performance level - reporting directly to the Chief of Nursing Ambulatory Care. Oversees and facilitates the administrative management for Nursing Ambulatory Care. The AO applies analytical and evaluative skills; along with - specialized principles and practices of management to advise - collaborate - and carry out assigned responsibilities of the position.

Qualifications

To qualify for this position - applicants must meet all requirements by the closing date of this announcement - 10/30/2026. 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. A Quality Ranking Factor* has also been requested by the facility to help determine which of the basically qualified applicants are likely to be better qualified for a position. The quality ranking factor for this position is: Experience supporting administrative functions within a healthcare or behavioral health environment - including familiarity with clinical workflows - regulatory expectations - or multidisciplinary team operations. *Quality Ranking Factors are skills - knowledge - abilities - or other worker characteristics which could be expected to result in superior performance on the job. Quality ranking factors will not be used for screening but may be used as ranking criteria. Applicants with higher proficiency levels may rank above those with lower proficiency levels on a quality ranking factor. 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-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: Providing administrative support to a program - service - or department - such as tracking action items - preparing administrative reports - maintaining program records or data systems - and coordinating workflow to ensure timely completion of tasks. Supporting financial or budget activities by reviewing financial data - monitoring fund balances or expenditures - assisting with reconciling discrepancies - and preparing routine budget documentation. Assisting with procurement or property actions by preparing purchase requests - maintaining inventory or property records - coordinating supply and equipment needs - and monitoring order or delivery status. Interpreting and applying organizational policies - Standard Operating Procedures (SOPs) - or administrative guidelines to support daily operations and identify issues needing clarification or corrective action. Communicating information to internal or external stakeholders through written correspondence - email - or participation in administrative meetings - including providing updates or procedural guidance. Using enterprise software and office tools (e.g. - word processing - spreadsheets - administrative databases) to maintain data - track metrics - and generate reports. 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 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. You must have a combination of specialized experience and education beyond 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. Preferred Experience: The ideal candidate will have experience providing administrative leadership within a complex healthcare environment. Examples of preferred experience include: One to two years of experience working in a healthcare - behavioral health - or integrated clinical operations setting where coordination across multiple administrative functions was required. Experience supporting executive or senior leadership in a hospital - clinic - or multidisciplinary care service - including managing competing priorities in a dynamic operational environment. Experience contributing to organizational policy or process development within a healthcare system - service line - or program office. Experience collaborating with interdisciplinary clinical and administrative teams to support operational efficiency - regulatory readiness - and organizational decision-making. 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

• 30 Day Hiring Model The Department of Veterans Affairs is implementing a streamlined 30-Day Hiring Model designed to accelerate hiring while maintaining the highest standards of merit-based selection


• This improved process reduces traditional hiring timelines by integrating early coordination - faster assessments - and efficient pre-employment actions


• Applicants can expect a more transparent - predictable - and efficient hiring journey from announcement to entry on duty


• What Applicants Can Expect Expedited Candidate Review Once the announcement closes - Human Resources will quickly review applications - issue certificates of eligible candidates the day after the announcement closes and refer applicants for hiring manager consideration


• Quick Interviews & References HR may arrange interviews and will request references within 3-5 days after being referred to the hiring manager


• Streamlined Pre-Employment Requirements: Following a tentative offer - applicants should be prepared to complete required steps - such as fingerprinting and background check - credentialing - and medical examination within 3 days of the offer


• Clear and Timely Communication: Applicants will receive clear communication at key milestones - including referral - tentative offer - and onboarding instructions


• After meeting pre-employment requirements - candidates will receive a final job offer and start date


• Onboarding tasks may continue after starting - with HR ensuring timely completion for a smooth transition into VA service


• If selected - applicants should be prepared to come onboard within 30 days of the announcement closing


• Duties of the position include but are not limited to: Overseeing and facilitating the administrative management for Nursing Ambulatory Care


• Independently developing - planning - issuing - and implementing procedures to comply with directives concerning administrative matters - in addition to tracking and supporting clinical directives


• Analyzing and evaluating problems - making recommendations - and devising solutions to systems administration - training management - publication management - and data management within the division


• Functioning as an extension of the Nursing Ambulatory Care Department in explaining policies and assisting staff with their implementation


• Playing a key role in planning - organization development - direction - and evaluation of medical center administration in support of the department - facility - VHA Workforce Management and Consulting (WMC) - and VISN priorities


• Assisting with budget formulation - justification - and execution - financial management and financial reporting


• Reviewing - interpreting - and providing recommendations for the revision of regulatory guidelines - policies and standing operating procedures pertinent to personnel administration and all activity operations - including but not limited to nursing licensure tracking - personnel file updates - and regulatory information tracking


• Work Schedule: Monday - Friday - 7:30 a.m


• through 4:00 p.m


• May vary to meet department needs


• Virtual: This is not a virtual position


• Position Description/PD#: Administrative Officer/PD143970 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized