Administrative Officer

Summary

This position is located at the Department of Veterans Affairs (VA) - Veterans Health Administration (VHA) - Durham VA Medical Center - in the Nutrition and Food Service (N&FS) department. The primary purpose of this position is to serve as the Administrative Officer (AO) for Nutrition & Food Service (N&FS) and is responsible for the coordination and monitoring of all Nutrition & Food Service administrative programs.

Qualifications

To qualify for this position - applicants must meet all requirements by the closing date of this announcement - 06/02/2026. 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. 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-07 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 . OR - uccessfully 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. 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 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/.

Duties

• The duties include (but are not limited to) budget and financial management - file - database and records management - coordination of activities and communication that supports department operations - coordination and tracking of human resource actions - procurement and contracting - statistical and other administrative functions
• The AO at this level does not have supervisory responsibilities
• The AO contributes to the definition of the Medical Center's vision - values - goals and action plans that support the Medical Center Strategic Plan
• The position contributes to the quarterly and annual report of the medical center's performance
• The AO acts as a resource person in planning - reviewing or revising policies and procedures that impact patient care and service policy
• Administrative Management: Oversees and facilitates the administrative management for Nutrition & Food Service
• Independently develops - plans - issues and implements procedures to comply with directives concerning administrative matters
• Designs and implements policies and procedures to manage administrative and personnel related functions
• Tracks and trends data related to administrative management of service line
• Serves as the principal advisor to personnel on administrative management program issues
• Compiles information prepares administrative reports for management briefings - and shares with work groups
• Provides full staff assistance on administrative matters
• Plays a key role for planning - organization development - direction - and evaluation of medical center administration - in support of the facility - VISN and VACO activities Establishes internal procedures to secure adequate control in terms of deadlines - progress reports and directives
• Manages projects that involve N&FS
• Maintains all current documents necessary to meet the requirements of external reviews for the VA
• Human Resources/Personnel Management Serves as the Nutrition & Food Service Representative overseeing the full range of human resources requirements for the organization
• Administers and oversees all aspects of personnel management within the department
• Prepares and submits requests for personnel actions - which includes recruitment - promotion - reassignment - disciplinary actions
• Acts in a confidential capacity and exercises discretion in handling and coordinating sensitive information on behalf of the Director/Chief and other management officials - to include hearing preparations
• audits and investigations
• disciplinary actions
• attendance at management meetings where labor-management relations matters are discussed
• Bargaining Unit meetings
• Manages - monitors - coordinates and provides regulatory guidance on all personnel actions - organizational structures and position management for the Service
• Generates documentation for the accomplishment of all personnel management actions
• Manages the incentive awards program
• Provides assistance - advice and detailed procedural guidance and instructions to supervisors to assist them in preparing and initiating meaningful and appropriate monetary - honorary - and time off awards
• Budget and Financial Management Participates in the planning for budgeting needs and financial management for Nutrition & Food Service
• Assists with budget formulation - justification - and execution
• financial management
• and financial reporting
• Manages budget formulation and execution for a changing budget of administrative expenses involving different funding sources
• Reviews office needs in order to plan and develop budget data and justification for review and approval
• Ensures that all expenditures are properly authorized and documented
• Procurement and Supply Administration The position aids in the management of procurement for Nutrition & Food Service
• This may include preparing procurement requests - evaluating proposals for work - acting as a COR for procurements and/or maintaining procurement records
• Conducts periodic surveys of equipment and property utilization and recommends action as necessary to assure that economical and efficient use is made of equipment and other property - and other specialized equipment necessary to the effective functioning of Nutrition & Food Service Work Schedule: Mon-Fri - 0800-1630 Telework: Not Authorized Virtual: This is not a virtual position
• Position Description/PD#: Administrative Officer/PD99863S Relocation/Recruitment Incentives: Not Authorized