What are the responsibilities and job description for the Administrative Officer position at U.S. Department of Veterans Affairs?
Summary
The Administrative Officer (AO) reports to the Chief of Pharmacy Service and has the principal responsibility to assist the Chief of Pharmacy Service by fulfilling the administrative duties of this Service for the Chief to devote time to the operational - clinical - and academic aspects of the health care system.
Qualifications
To qualify for this position - applicants must meet all requirements by the closing date of this announcement - 04/03/2026. 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. For a GS-11 position you must have served 52 weeks at the GS-09. For 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. 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: GS-9 Administrative Officer: Specialized Experience: You must have one year of specialized experience - equivalent to at least the GS-07 level in the federal service - that equipped me with the knowledge - skills - and abilities needed to successfully perform the duties of this position and that is typically in and/or related to the position being filled. Specialized experience includes: Skilled in communicating - both orally and in writing - to develop and present proposals - recommendations - status reports - policies - memorandums - and controlled correspondence; Ability to develop a new program or implement a new policy; Comprehensive knowledge of federal personnel policies and practices with respect to hiring - orientation - employee rights - leave regulations - employee counseling - EEO process - writing positions descriptions - standards - conducting and documenting employee appraisals - carrying out disciplinary actions - and preparation of organizational charts; Extensive knowledge of budgeting concepts and procedures; Knowledge of problem-solving and conflict resolution to address personnel issues; Knowledge of statistical methodologies. OR - Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must possess a masters or equivalent graduate degree or 2 full years of progressively higher level graduate education leading to such a degree or LL.B. or J.D. - if related. (TRANSCRIPT REQUIRED). OR - Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond graduate level. (TRANSCRIPT REQUIRED). GS-11 Administrative Officer: Specialized Experience: You must have one year of specialized experience - equivalent to at least the GS-09 level in the federal service - that equipped me with the knowledge - skills - and abilities needed to successfully perform the duties of this position and that is typically in and/or related to the position being filled. Specialized experience includes: Skilled in communicating - both orally and in writing - to develop and present proposals - recommendations - status reports - policies - memorandums - and controlled correspondence; Ability to develop a new program or implement a new policy; Comprehensive knowledge of federal personnel policies and practices with respect to hiring - orientation - employee rights - leave regulations - employee counseling - EEO process - writing positions descriptions - standards - conducting and documenting employee appraisals - carrying out disciplinary actions - and preparation of organizational charts; Extensive knowledge of budgeting concepts and procedures; Knowledge of problem-solving and conflict resolution to address personnel issues; Knowledge of statistical methodologies.. OR - Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 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. (TRANSCRIPT REQUIRED). OR - Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond graduate level. (TRANSCRIPT REQUIRED). You will be rated on the following Competencies for this position: 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. Physical Requirements: The work is sedentary. Some work may require movement between offices - hospitals - warehouses - and similar areas for meetings and to conduct work. Work may also require walking/standing - in conjunctions with travel to and attendance at meetings and/or conferences away from the work site. Incumbent may carry and lift light items weighing less than 15 pounds. 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 (AO) reports to the Chief of Pharmacy Service and has the principal responsibility to assist the Chief of Pharmacy Service by fulfilling the administrative duties of this Service for the Chief to devote time to the operational - clinical - and academic aspects of the health care system.
Qualifications
To qualify for this position - applicants must meet all requirements by the closing date of this announcement - 04/03/2026. 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. For a GS-11 position you must have served 52 weeks at the GS-09. For 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. 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: GS-9 Administrative Officer: Specialized Experience: You must have one year of specialized experience - equivalent to at least the GS-07 level in the federal service - that equipped me with the knowledge - skills - and abilities needed to successfully perform the duties of this position and that is typically in and/or related to the position being filled. Specialized experience includes: Skilled in communicating - both orally and in writing - to develop and present proposals - recommendations - status reports - policies - memorandums - and controlled correspondence; Ability to develop a new program or implement a new policy; Comprehensive knowledge of federal personnel policies and practices with respect to hiring - orientation - employee rights - leave regulations - employee counseling - EEO process - writing positions descriptions - standards - conducting and documenting employee appraisals - carrying out disciplinary actions - and preparation of organizational charts; Extensive knowledge of budgeting concepts and procedures; Knowledge of problem-solving and conflict resolution to address personnel issues; Knowledge of statistical methodologies. OR - Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must possess a masters or equivalent graduate degree or 2 full years of progressively higher level graduate education leading to such a degree or LL.B. or J.D. - if related. (TRANSCRIPT REQUIRED). OR - Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond graduate level. (TRANSCRIPT REQUIRED). GS-11 Administrative Officer: Specialized Experience: You must have one year of specialized experience - equivalent to at least the GS-09 level in the federal service - that equipped me with the knowledge - skills - and abilities needed to successfully perform the duties of this position and that is typically in and/or related to the position being filled. Specialized experience includes: Skilled in communicating - both orally and in writing - to develop and present proposals - recommendations - status reports - policies - memorandums - and controlled correspondence; Ability to develop a new program or implement a new policy; Comprehensive knowledge of federal personnel policies and practices with respect to hiring - orientation - employee rights - leave regulations - employee counseling - EEO process - writing positions descriptions - standards - conducting and documenting employee appraisals - carrying out disciplinary actions - and preparation of organizational charts; Extensive knowledge of budgeting concepts and procedures; Knowledge of problem-solving and conflict resolution to address personnel issues; Knowledge of statistical methodologies.. OR - Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 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. (TRANSCRIPT REQUIRED). OR - Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond graduate level. (TRANSCRIPT REQUIRED). You will be rated on the following Competencies for this position: 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. Physical Requirements: The work is sedentary. Some work may require movement between offices - hospitals - warehouses - and similar areas for meetings and to conduct work. Work may also require walking/standing - in conjunctions with travel to and attendance at meetings and/or conferences away from the work site. Incumbent may carry and lift light items weighing less than 15 pounds. 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: Duties may include but are not limited to: -Responsible for tracking - monitoring - evaluating - developing and implementing action plans to ensure achievement of VA standards for performance measures at the clinic
- -Functions as a management analyst developing - analyzing - evaluating and advising on improving the effectiveness and efficiency of work methods - procedures - organization - manpower utilization - distribution of work - management controls and information/documentation systems
- -Prepares all clinic and annual reports as needed
- -Directs a full range of administrative activities including: budget and planning
- human resources
- equipment and supplies
- security
- safety
- Veteran administration
- medical record administration
- environment of care
- quality improvement
- and public and congressional relations
- -Responsible for coordinating and responding to controlled correspondence - congressional correspondence and Veteran complaints assigned to the clinic - in essence as acting public affairs officers upon short notice and utilized as subject matter expert for all clinical and operational information.-Responsible for indoctrination and training of new professional staff members regarding clinic and VA procedures and policies
- -Supervises a Program Support Assistant
- -Serves as the Equal Employment Opportunity (EEO) Coordinator for the clinic - ensuring that EEO policies and programs are supported fairly and uniformly administered within the clinic
- -Responsible for the management of all resources including authorized Full Time Equivalent (FTE) - overtime and fund control points to ensure that resources are within established ceilings and guidelines
- -Serves as the Contract Officer's Technical Representative (COTR) for the clinic lease and for any other contracts with outside organizations the provide services to the clinic
- -Serves as the Automated Data Processing (ADP) coordinator for the clinic
- Work Schedule: Monday-Friday
- 8:00a.m
- to 4:30p.m
- Telework: Telework Eligibility (Ad-hoc) Position Description/PD#: 740-0052-0 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized
Salary : $61,722 - $97,087