Administrative Officer

This position is located at the Department of Veterans Affairs (VA), Veterans Health Administration (VHA), Mid-Atlantic Health Care Network (VISN 6), Hampton VA Medical Center (VAMC) within the Mental Health Service. The position serves as the Administrative Officer for the Mental Health Service.

Qualifications:

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 04/30/2026.

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-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: 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: 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. 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 two years or 36 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.

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/.

Responsibilities:

The Administrative Officer is responsible for all administrative operations with final authority resting with the Service Chief. Duties include directing and coordinating all administrative, operational, and planning activities within the service.

Key functions include assisting in strategic planning: creating and maintaining statistical data for decision-making purposes; developing and monitoring cost effective programs; developing clinical policies as appropriate and developing methods and tools to scientifically evaluate program activities and effectiveness. Coordinates activities, performs analytical trending and evaluative work associated with service departments. Incumbent ensures that all contracts are developed, maintained and implemented in accordance with Department of Veterans Affairs mission, regulation, and directives in addition to Hampton VAMC policies. Provides administrative support to the Chief of Mental Health as needed.

Administrative Management:

• Administers space and equipment programs. Establishes HR/Equipment/Space Policy for the unique and/or complex Service Line.
• Responsible for constant surveillance, evaluation and planning to ensure efficient utilization of space based on constantly changing and ever-increasing program demands.
• Review orders to verify their needs and ensure that each section receives the appropriate share of the funds available.
• Provides advice regarding composition of correspondence and furnishes information regarding Medical Center procedures, directives, and policies to services/programs that function under the supervision of the Service Line, as requested.
• Maintains confidentiality of all office matters and executes discretion in the release of all information.
• Manages and coordinates all administrative aspects of the Service. He/she is responsible for developing both long and short-range policies and plans for the organization by coordinating the medical administration needs of the organization(s) for which they are accountable.

Budget Guidance and Administration:

• Develops the need for and maintains an awareness of available resources, and makes recommendations regarding needs, distribution or redistribution of these resources. The incumbent is also charged with the responsibility of operating within the authorized budget.
• Duties include analyzing, evaluating, advising and coordinating administrative and clinical activities associated with the successful outcome of efforts to improve patient access to VA healthcare. Full authority for fund control points.
• Gathers and analyzes budget needs of the Medical Center in relation to the Service Line and supervises all phases of budgeting within administrative requirements. Plans a system of internal control which assures the fiscal management of the Medical Center will be maintained on a sound basis in accordance with generally accepted accounting practices.
• Responsible for formulation and execution of annual budget including salaries, travel, supplies, equipment and all other general operating expenses.
• Assembles and compiles budget information and maintains running account of funds allocated and expended in all sub accounts and makes interim adjustments where necessary by applying the basic knowledge and understanding of budgetary policies, procedures and regulations.

Personnel Administration and Management Work:

• Discusses, investigates and responds to employee grievances and dissatisfactions in order to resolve conflicts.
• Represents management at labor management meetings, provides information, and resolves conflicts and /or problems that may arise and assures management officials are familiar with the negotiated agreement.
• Acts as the liaison with the Human Resources Office concerning personnel-related matters. Coordinates and participates in disciplinary actions and responds to appeals and grievances. Attend hearings when requested.
• Plays a central role in developing and coordinating internal review systems to assure that both clinical and administrative activities comply with agency and accrediting and regulatory requirements.
• Assists managers and staff in projecting staffing needs, writing position descriptions, developing job analyses, preparing performance plans and appraisals, and drafting disciplinary and adverse actions.
• Reviews, analyzes and interprets incoming requests, recommends appropriate action or suggests appropriate alternatives based on knowledge of internal operations, agency personnel policies, budgetary constraints and work priorities.

Performs other assigned duties as needed.

Work Schedule: Full-time, 8:00a-4:30p Monday-Friday
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/PD022270
Relocation / Recruitment Incentives: Not authorized

Salary : $75,788