What are the responsibilities and job description for the DETAIL - Administrative Officer position at White City VA Medical Center?
This position is in the Office of Community Care. The Administrative Officer (AO) is responsible for managing the administrative activities and the administrative staff that perform them.
This is being offered as a Detail only. The Detail may be extended in 120-day increments up to one year.
You may qualify based on your experience and/or education as described below:
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 primarily sedentary, although some slight physical effort may be required.
Work Environment: Much of the work is performed in an office setting with long periods of sitting preparing reports and calculating.
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/.
Plans, develops, coordinates, and directs program analysis of all components of Community Care. This includes responsibility for the independent preparation of reports, management briefings and other reporting systems required of the program. Reports typically include in-depth analysis of volume of patients served and demographic data of patients served by pulling raw data from corporate data warehouse (CDW), time study reports for efficiency in consult processes, wait times for capacity/access, staffing levels and progress, ongoing assigned projects from the Community Care chief including barriers and progress towards completion, and suspense data elements as required by outside inspecting bodies. Incumbent acts as the administrative lead for weekly metrics, all aspects of monitoring consults, wait times, deferred consults due to COVID 19, Community Care funding, internal and external customer service, medical records through e-Fax, Community care staffing, space and equipment, and MISSION Act implementation as it applies to Community Care. Other reports are produced, validated, and complied through various sources including VSSC, VISTA, CDW, ARC, VISN SharePoint, and national VACO offices. The frequency of ongoing reports is weekly and more in-depth tracking reports are at the request of the Community Care Chief or Executive leadership. Several reports are weekly, bi-weekly, monthly, and quarterly.
The incumbent is responsible for: a cohesive team structure within CC; an environment of trust and collaboration; a team-oriented, customer-driven, professional environment to develop new models of care that emphasize prevention, improve access and coordination of care; educate and empower Veterans and their families; enhance the customer experience with positive human interactions and therapeutic alliances; promote the coordination, continuity, and integration of care; demonstrates flexibility, integrity and accountability with a work ethic that emphasizes excellence and quality; and builds customer confidence by professional dress and demeanor.
The incumbent discusses, investigates, and responds to employee grievances to resolve conflicts. He/she represents management at labor management meetings, provides information, and resolves conflicts and/or issues that may arise. He/she assures management officials are familiar with the negotiated agreement. The incumbent listens to problems and concerns of assigned employees and helps when possible or secures the advice from Human Resources. He/she coordinates and participates in disciplinary actions and responds to appeals and grievances and attends hearings when requested. This may involve working with Human Resources, Special Counsel, Equal Employment Opportunity (EEO) Investigators, and others in resolving personnel problems and taking personnel actions.
Provision and oversight of the community care annual budget, which includes budget formulation, justification, and execution, financial management, and financial reporting. Develops the need for and maintains an awareness of available resources and makes recommendations in collaboration with CC leadership. Responsible for full authority over many fund control points (FCPs). Provides advice to management and program personnel on budgetary and finance issues.Plays a vital role in developing and coordinating internal review systems to assure that both clinical and administrative activities follow agency and accrediting and regulatory requirements. Provides for full administration of reporting, evaluation, and community care requirements associated with the accreditation of the organization. Establishes procedures to meet unusual or unique standards assuring services provided meet nationally accepted standards, are at least equal to those available in the community and are maximally cost effective.
Work Schedule: Full Time, 8-4:30 Monday-Friday. Changes with Sup approval.
Compressed/Flexible: Available
Telework: This position is not authorized for telework.
Virtual: This is not a virtual position.
Position Description/PD#: DETAIL - Administrative Officer/PD90440-0
Relocation/Recruitment Incentives: Not authorized
Critical Skills Incentive (CSI): Not approved
Permanent Change of Station (PCS): Not authorized
This is being offered as a Detail only. The Detail may be extended in 120-day increments up to one year.
Qualifications:
To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 04/30/2026.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-9 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: : Advanced knowledge engage in analytical, financial, statistical, and quantitative problem solving and analysis. This requires knowledge of quantitative, statistical, and analytical methodologies, and an understanding of accounting procedures and principles. Demonstrates a thorough knowledge of all facets of VHA Office of Community Care directives, policies, regulations, and processes. Expert knowledge in the use of a personal computer and computer systems. Expert knowledge and familiarity with word processing, spreadsheet, and database packages is required. Must have the ability to write clearly and concisely the documents and reports necessary for the job. Must have the ability to communicate effectively on paper and by word of mouth. Advanced knowledge base of common financial analysis techniques, including budget projection and forecasting. Proficiency is also required in hospital wide packages, to include referral management software and other VA computer systems. Introductory interpretation of any rules or regulations governing new computer or manual work methods. 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 I have successfully completed 3 full years of progressively higher-level graduate education leading to such a degree OR I have successfully completed a LL.M., if related. 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 an combination of specialized experience and education beyond 2 full years of progressively higher level graduate education leading to such a degree. If you qualify by a combination, your experience must be detailed in your resume and transcripts are required.
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 primarily sedentary, although some slight physical effort may be required.
Work Environment: Much of the work is performed in an office setting with long periods of sitting preparing reports and calculating.
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:
Major duties include but are not limited to:Plans, develops, coordinates, and directs program analysis of all components of Community Care. This includes responsibility for the independent preparation of reports, management briefings and other reporting systems required of the program. Reports typically include in-depth analysis of volume of patients served and demographic data of patients served by pulling raw data from corporate data warehouse (CDW), time study reports for efficiency in consult processes, wait times for capacity/access, staffing levels and progress, ongoing assigned projects from the Community Care chief including barriers and progress towards completion, and suspense data elements as required by outside inspecting bodies. Incumbent acts as the administrative lead for weekly metrics, all aspects of monitoring consults, wait times, deferred consults due to COVID 19, Community Care funding, internal and external customer service, medical records through e-Fax, Community care staffing, space and equipment, and MISSION Act implementation as it applies to Community Care. Other reports are produced, validated, and complied through various sources including VSSC, VISTA, CDW, ARC, VISN SharePoint, and national VACO offices. The frequency of ongoing reports is weekly and more in-depth tracking reports are at the request of the Community Care Chief or Executive leadership. Several reports are weekly, bi-weekly, monthly, and quarterly.
The incumbent is responsible for: a cohesive team structure within CC; an environment of trust and collaboration; a team-oriented, customer-driven, professional environment to develop new models of care that emphasize prevention, improve access and coordination of care; educate and empower Veterans and their families; enhance the customer experience with positive human interactions and therapeutic alliances; promote the coordination, continuity, and integration of care; demonstrates flexibility, integrity and accountability with a work ethic that emphasizes excellence and quality; and builds customer confidence by professional dress and demeanor.
The incumbent discusses, investigates, and responds to employee grievances to resolve conflicts. He/she represents management at labor management meetings, provides information, and resolves conflicts and/or issues that may arise. He/she assures management officials are familiar with the negotiated agreement. The incumbent listens to problems and concerns of assigned employees and helps when possible or secures the advice from Human Resources. He/she coordinates and participates in disciplinary actions and responds to appeals and grievances and attends hearings when requested. This may involve working with Human Resources, Special Counsel, Equal Employment Opportunity (EEO) Investigators, and others in resolving personnel problems and taking personnel actions.
Provision and oversight of the community care annual budget, which includes budget formulation, justification, and execution, financial management, and financial reporting. Develops the need for and maintains an awareness of available resources and makes recommendations in collaboration with CC leadership. Responsible for full authority over many fund control points (FCPs). Provides advice to management and program personnel on budgetary and finance issues.Plays a vital role in developing and coordinating internal review systems to assure that both clinical and administrative activities follow agency and accrediting and regulatory requirements. Provides for full administration of reporting, evaluation, and community care requirements associated with the accreditation of the organization. Establishes procedures to meet unusual or unique standards assuring services provided meet nationally accepted standards, are at least equal to those available in the community and are maximally cost effective.
Work Schedule: Full Time, 8-4:30 Monday-Friday. Changes with Sup approval.
Compressed/Flexible: Available
Telework: This position is not authorized for telework.
Virtual: This is not a virtual position.
Position Description/PD#: DETAIL - Administrative Officer/PD90440-0
Relocation/Recruitment Incentives: Not authorized
Critical Skills Incentive (CSI): Not approved
Permanent Change of Station (PCS): Not authorized
Salary : $61,722