Administrative Officer- Supervisory

U.S. Department of Veterans Affairs; New York (NY); On-site; USD 90,000 - 130,000; Full time

Job summary

The U.S. Department of Veterans Affairs is seeking a Supervisory Administrative Officer for the GEC/CLC program at the Bronx VA Medical Center.

The role oversees the administrative operation of a highly complex program, coordinating with clinical and administrative staff to optimize services across GEC/CLC initiatives, and supervising support staff. The position requires time-in-grade eligibility, specialized federal experience, and the ability to manage budgets, HR processes, and performance

Qualifications

• One year of specialized experience equivalent to at least GS-9 in the Federal Service, with duties in administration, reporting, scheduling, and budget tracking.
• Education: Ph.D. or equivalent doctoral degree or 3 full years of progressively higher-level graduate education leading to such a degree, or a combination meeting the total experience requirements.
• Time-In-Grade requirements apply to current Federal employees; provide SF-50s showing time-in-grade eligibility.

Responsibilities

• Manage and oversee administrative operations of the GEC/CLC program at Bronx VA Medical Center.
• Coordinate with clinical and admin staff to optimize support services for GEC/CLC programs.
• Supervise Program Support Assistants, assign workload, schedule time and leave, and conduct annual performance evaluations.
• Monitor, analyze, and report on budget, expenditures, and fund control points for program efficiency.
• Lead HR processes including recruitment, promotions, and disciplinary actions in accordance with VA policies.
• Develop data-driven insights by retrieving and analyzing program data from official sources.

Job description

Summary

The Administrative Officer for the GEC/CLC Program functioning on behalf of the Associate Chief Nurse for GEC and CLC has the overall administrative management of the highly complex program. The complexity of the administrative responsibilities is heightened by the diversity of the organization and the extent of interaction with other programs. This is a SUPERVISORY position located at the Bronx VA Medical Center.

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.

Specialized Experience: Have at least one (1) full year of specialized experience equivalent to at least the next lower grade level (GS-9) in the Federal Service that has given me the particular knowledge - skills and abilities required to successfully perform the duties of the Administrative Officer position - and that is typically in or related to the work of this position. Specialized experience includes: Creating reports - coordinating and scheduling meetings - and submitting requests/work orders using a personal computer and office automation programs (such as word processing - spreadsheets - etc.); maintaining and updating department or service-level databases and shared computer drives; accurately preparing timecards for submission and processing; resolving timekeeping issues related to overtime - holiday pay - unscheduled hours - and various types of extended leave; managing and balancing financial aspects of general fund control points and purchase procedures; and preparing and submitting requests for recruitment - promotion - reassignment - and disciplinary actions.

NOTE: Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment. -OR- Education: 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 LL.M. - if related. Such education must demonstrate the knowledge - skills - and abilities necessary to do the work of the position. (Transcript Required) -OR- Combination: Have equivalent combinations of successfully completed progressively higher-level graduate education (beyond the second year) and specialized experience - as described above - which meet the total experience requirements for this grade level. Such education must demonstrate the knowledge - skills - and abilities necessary to do the work. (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/

Experience refers to paid and unpaid experience - including volunteer work done through National Service programs (e.g. - Peace Corps - AmeriCorps) and other organizations (e.g. - professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies - knowledge - and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience - including volunteer experience.

Note: A full year of work is considered to be 35-40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment.

Preferred Experience: One year previous administrative/fellowship experience. Physical Requirements: The work is primarily sedentary - although some slight physical effort may be required (carrying files - folders - supplies - etc.).

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

• The Administrative Officer serves as primary administrator of GEC/CLC program overseeing the administrative operation of the program
• Responsibilities include - but not limited to: General Administrative a
• Oversee and lead all the administrative functions of the GEC/CLC program covering the following area: i
• Geriatric and Extended Care Program ii
• Community Living Center iii
• Home based Primary Care Program iv
• Comprehensive Integrated Inpatient Rehabilitation Program v
• Contracted Nursing Home Oversight vi
• Non-institutional Care Programs: 1
• Respite Home Skilled Care Program 2
• In-home Hospice Care Program 3
• Adult Day Health Care Program 4
• Home based Primary Care Program 5
• Care Giver Support Program 6
• Veteran Directed Care Program 7
• Medical Foster Home Program 8
• Home Health Aid Program b
• Coordinate with the clinical and administration staff in the clinical support and administration teams under the GEC and CLC programs to optimize supporting service to the GEC/CLC programs
• c
• Supervise the Program Support Assistants - assign work - determine work schedule including time and leave approval - design job responsibilities - establish performance standards for the positions - and conduct annual performance evaluation
• Fiscal Responsibilities In collaboration with the Chief Nurse Executive Leadership Team - Chief of staff in the Director's Office - the incumbent works with the CLC leadership team to establish the short- and long-term fiscal goals to support program objective and mission
• Responsibilities include: a
• Monitoring and managing the expenses on equipment - human resources and supplies making sure using of the available funds are optimized and within budget
• b
• Overseeing the Fund Control Point (FCP) management process including disbursing of funds - analyzing and providing feedback on expenses and fund use
• c
• Reviewing all Geriatrics and Extended Care (GEC) Program and Community Living Center (CLC) administration service budget/ FTEE requests for completeness and workload justification
• Human Resources Responsibilities The incumbent performs the following Human Resources and staff management functions in collaboration with the GEC/CLC Program Leadership: a
• Lead the efforts to conduct studies on administrative problems involving personnel shortages - organizational structure - new technology - program deficiencies - reporting system - etc. - to maintain efficient functioning of the Program as indicated
• b
• Provide oversight over the recruitment efforts expediting the filling of vacant positions - including - but not limited to - interviewing - and recommending selections in accordance with the Department of Veterans Affairs established Equal Employment Opportunity {EEO) criteria and Affir
• c
• Supervise efforts to prevent justifiable EEO - Union grievance - discrimination - or sexual harassment complaints that are directly attributable to the actions of the organization's management
• Facilitation of Ongoing Data Driven Decision To facilitate data driven decision process by the GEC/CLC Program - the incumbent is responsible for the following: a
• Oversee the process to regularly retrieve GEC/CLC related clinical and administrative data reports from VSSC - Power Bl and other reliable official data sources
• b
• Systematically analyze the historical data and trends
• coordinate the effort to formulate work distribution charts - workflow charts - compilation of workload data to be presented to the GEC/CLC and JJP Executive Leadership
• Accreditation and Quality Assurance In collaboration with CLC leadership and Quality Management - the incumbent is responsible for: a
• Leading and coordinating the tracking of all GEC/CLC performance measures including but not limited to pressure ulcer - CAUTI prevention - CLABSI prevention - length of stay performance indicator in CLC - falls - suicidal risk screening
• b
• Lead the efforts to prepare reports for quality assurance - metrics - and interventions
• Data and Access Security and Care technology oversight a
• Oversee the staff training process of use of the Veterans Health Information Systems and Technology Architecture {VISTA) packages
• b
• Coordinate and lead the implementation of the technologies pertaining to patient care and administration functions including BCMA carts - SharePoint information - Microsoft TEAMS online conference solution - Wander Guard and Tele sitters
• Performing other duties as assigned
• Work Schedule: 8:00 AM - 4:30 PM
• Telework: This position may be authorized for telework
• Telework eligibility will be discussed during the interview process
• Virtual: This is not a virtual position
• Position Description/PD#: Administrative Officer- Supervisory/PD11025O