Administrative Officer

Department of Veterans Affairs

The Administrative Officer reports to a Clinical Service Line Chief. The purpose of the position is to direct and perform all administrative functions within the assigned clinical organization that includes administration, human resources management, budget and finance, management and program analysis, office support services, document control, logistics, and a variety of related administrative matters in support of a complex medical facility, and advising the service management team.

• 30 Day Hiring Model The Department of Veterans Affairs is implementing a streamlined 30-Day Hiring Model designed to accelerate hiring while maintaining the highest standards of merit-based selection. This improved process reduces traditional hiring timelines by integrating early coordination, faster assessments, and efficient pre-employment actions. Applicants can expect a more transparent, predictable, and efficient hiring journey from announcement to entry on duty. What Applicants Can Expect Expedited Candidate Review Once the announcement closes, Human Resources will quickly review applications, issue certificates of eligible candidates the day after the announcement closes and refer applicants for hiring manager consideration. Quick Interviews & References HR may arrange interviews and will request references within 3-5 days after being referred to the hiring manager. Streamlined Pre-Employment Requirements: Following a tentative offer, applicants should be prepared to complete required steps, such as fingerprinting and background check, credentialing, and medical examination within 3 days of the offer. Clear and Timely Communication: Applicants will receive clear communication at key milestones, including referral, tentative offer, and onboarding instructions. After meeting pre-employment requirements, candidates will receive a final job offer and start date. Onboarding tasks may continue after starting, with HR ensuring timely completion for a smooth transition into VA service. If selected, applicants should be prepared to come onboard within 30 days of the announcement closing. Major duties include, but may not be limited to the following: Monitors, reviews, and checks requests for allotment of funds from approved operation budgets. Monitors and tracks obligations and expenditures for base/mission support functions throughout the execution phase of the annual operating budget. Independently prepares and maintains the annual budget plan for all service control points. Serves as control point official with authority to obligate and verify fund expenditures (2237s and 1358s). Coordinates all areas of supply administration such as expendable supplies, new and replacement equipment, requisitions, repairs, disposal, etc. Initiates and coordinates requests for repairs of equipment, telephone installations or relocations, computers, printers, etc. The incumbent ensures the maintenance of the service's equipment inventory list (EIL). Independently formulates plans for proper space utilization. The incumbent develops methods and establishes criteria for analysis, completes analytical surveys of space utilization, and recommends plans for future needs based on identified deficiencies, anticipated program changes, workload and staffing projections, budgetary considerations. Prepares requests for construction justifications, remodeling and alterations and interfaces with Engineering, Environmental Management, Supply Chain, and O&IT. Oversees a variety of functions that includes incoming/outgoing correspondence, records management, publications/forms management, administrative standard operating procedures, administrative internal controls, and organizational files management. Maintains comprehensive database(s) to provide information used in making clinical service organization decisions and in preparing reports. Also, prepares reports to topics including but not limited to clinic utilization, clinic space utilization, access, equipment management, patient experience, and process improvement. Serves as the liaison with the Human Resources and the organization pertaining to all aspects of personnel management, reorganization/realignment, organization structuring, position management, and manpower utilization. Monitors, coordinates and tracks all on-going and projected personnel actions and continuously apprises management of status. Serves in the capacity of Contracting Officer Representative (COR). Develops initial acquisition documents; writes and defends the requests for funds and conducts all aspects of the contracting process from beginning to end; including market research, statements of work (SOW). Provides advice to management and staff on contracting and procurement policies and issues. Works with the Senior COR & appointed Contracting Officer, throughout the contract award process. Functions in the capacity of Agency Government Purchase Card (GPC) holder. Work Schedule: Monday- Friday 7:00 a.m. - 3:00 p.m. Telework: This position may be authorized for telework Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD13493A Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized

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