Administrative Officer

U.S. Department of Veterans Affairs; Prescott (AZ); On-site; USD 75,000 - 105,000; Full time

Benefits offered by this job

Telework eligible

Job summary

U.S. Department of Veterans Affairs in the United States is seeking an Administrative Officer to direct and perform all administrative functions within a clinical organization, including HR management, budgeting, procurement, and program analysis, supporting a complex medical facility and advising the service management team.

The role emphasizes coordinating administrative services, space utilization, and program operations, with opportunities to manage contracts and provide analytical support

Qualifications

• One year of specialized experience equivalent to at least the next lower grade GS-11.
• Experience coordinating administrative services: budgeting, procurement, HR functions, and program analysis.

Responsibilities

• Monitor and review budget and expenditures for the service line.
• Coordinate recruitment, onboarding, and personnel actions for clinical/administrative teams.
• Oversee administrative controls, records, and office support services.
• Develop space utilization plans and manage equipment and facilities needs.
• Serve as COR and provide contracting/ procurement policy guidance.

Skills

Budget management

HR management

Contracting

Procurement

Program analysis

Tools

VISTA

CPRS

Microsoft Office Suite

Job description

Summary

The Administrative Officer reports to a Clinical Service Line Chief. The purpose of the position is to direct and perform all administrative functions within the assigned clinical organization that includes administration - human resources management - budget and finance - management and program analysis - office support services - document control - logistics - and a variety of related administrative matters in support of a complex medical facility - and advising the service management team.

Summary

The Administrative Officer reports to a Clinical Service Line Chief. The purpose of the position is to direct and perform all administrative functions within the assigned clinical organization that includes administration - human resources management - budget and finance - management and program analysis - office support services - document control - logistics - and a variety of related administrative matters in support of a complex medical facility - and advising the service management team.

Qualifications

To qualify for this position - applicants must meet all requirements by the closing date of this announcement - 09/25/2026. 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-12 position you must have served 52 weeks at the GS-11. 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-11 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include - but are not limited to: Coordinating and monitoring the functions of administrative services within an office; managing budget activities; assisting with contracting functions and managing procurement; assisting with human resources functions to include recruitment - position classification - performance - training - etc.; preparing letters - reports - and presentations; retaining procurement records and reconciliations; making space utilization recommendations. Skills in planning scheduling - and conducting projects and studies to evaluate and recommend ways to improve the effectiveness and efficiency of work operations - adapting - analytical techniques and evaluation criteria. Skill in developing new or modified work methods - organizational structures - records and files - management processes - staffing patterns - procedures for administering program services - guidelines and procedures - and automating work processes for the conduct of administrative support functions or program operations. Knowledge of accreditation standards from The Joint Commission (TJC) - Office of Inspector General (OIG) - and other accreditation and external review bodies. Knowledge of VISTA and CPRS computer packages as well as knowledge of other clinical packages used for extracting patient data. The individual must have the ability to abstract data from CPRS records and VSSC. The individual must attain and maintain skills in operating personal computer software programs including but not limited to Microsoft Word - Access - Excel - PowerPoint - and MS Visio. Ability to effectively deliver written and oral presentations to persons of varying education and interest levels and attain the desired results. The ability to effectively communicate information concerning any areas of assigned responsibility. NOTE: Applicants wishing to receive credit for such experience must clearly indicate the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment. Best Qualified Criteria: Experience managing administrative operations for a large - multidisciplinary Service Line; experience in Surgical Services and Connected Care preferred. Proficiency with VA systems including HR Smart - VATAS - TMS - VSSC/Power VI - and workload data management tools. Proficiency with core Microsoft Office programs (Word - Excel - Outlook - PowerPoint - Teams) and Microsoft applications including Power Apps - Power BI - and other workflow or data tools. Skill in coordinating recruitment - onboarding - and personnel actions for diverse clinical and administrative teams. Experience with budgeting - fund control point management - procurement - contracts - and service-level resource planning. Strong communication - policy/SOP development and supervisory or team-lead experience. Demonstrated positive - collaborative working style with the ability to take on new assignments and responsibilities effectively and efficiently. Physical Requirements: The work is primarily sedentary - although some slight physical effort may be required. Manual dexterity is required in operation of a calculator and/or other office machines. Work Environment: Work is typically performed in an adequately light and climate-controlled office. 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
• Major duties include - but may not be limited to the following: Monitors - reviews - and checks requests for allotment of funds from approved operation budgets
• Monitors and tracks obligations and expenditures for base/mission support functions throughout the execution phase of the annual operating budget
• Independently prepares and maintains the annual budget plan for all service control points
• Serves as control point official with authority to obligate and verify fund expenditures (2237s and 1358s)
• Coordinates all areas of supply administration such as expendable supplies - new and replacement equipment - requisitions - repairs - disposal - etc
• Initiates and coordinates requests for repairs of equipment - telephone installations or relocations - computers - printers - etc
• The incumbent ensures the maintenance of the service's equipment inventory list (EIL)
• Independently formulates plans for proper space utilization
• The incumbent develops methods and establishes criteria for analysis - completes analytical surveys of space utilization - and recommends plans for future needs based on identified deficiencies - anticipated program changes - workload and staffing projections - budgetary considerations
• Prepares requests for construction justifications - remodeling and alterations and interfaces with Engineering - Environmental Management - Supply Chain - and O&IT
• Oversees a variety of functions that includes incoming/outgoing correspondence - records management - publications/forms management - administrative standard operating procedures - administrative internal controls - and organizational files management
• Maintains comprehensive database(s) to provide information used in making clinical service organization decisions and in preparing reports
• Also - prepares reports to topics including but not limited to clinic utilization - clinic space utilization - access - equipment management - patient experience - and process improvement
• Serves as the liaison with the Human Resources and the organization pertaining to all aspects of personnel management - reorganization/realignment - organization structuring - position management - and manpower utilization
• Monitors - coordinates and tracks all on-going and projected personnel actions and continuously apprises management of status
• Serves in the capacity of Contracting Officer Representative (COR)
• Develops initial acquisition documents
• writes and defends the requests for funds and conducts all aspects of the contracting process from beginning to end
• including market research - statements of work (SOW)
• Provides advice to management and staff on contracting and procurement policies and issues
• Works with the Senior COR & appointed Contracting Officer - throughout the contract award process
• Functions in the capacity of Agency Government Purchase Card (GPC) holder
• Work Schedule: Monday- Friday 7:00 a.m
• - 3:00 p.m
• Telework: This position may be authorized for telework Virtual: This is not a virtual position
• Position Description/PD#: Administrative Officer/PD13493A Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized