About this role
Job Summary
The Administrative Officer is located in the Office of the Chief of Staff at the Washington, DC VA Medical Center. The role coordinates recruitment, staffing, onboarding, retention, and tracks personnel actions. It manages suspense requests and provides administrative and budget support to the office of the Chief of Staff and is associated and clinical services.
Qualifications
To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/23/2026. 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-9. 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-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: Providing comprehensive administrative support to management and clinical service lines; coordinating and tracking personnel actions; interpreting and applying administrative policies and procedures; managing assignments, suspense items, and administrative requests; assisting with budget formulation, monitoring expenditures, and tracking fund allocations; maintaining records in accordance with established regulations; coordinating patient complaints and clinical appeals; and providing technical guidance and training to administrative personnel.
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 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.
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 possess equivalent combinations of successfully completed 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..
Preferred Experience: The best qualified candidate will demonstrate experience coordinating administrative functions in a complex healthcare organization, including staffing and retention tracking, fiscal administration, and suspense management. Experience independently resolving administrative issues, collaborating with leadership and Human Resources, independently prioritizing and resolving time-sensitive administrative matters. Prior VA, federal, or healthcare experience is preferred but not 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/.
Major Duties
- Major duties and responsibilities include, but are not limited to: Serves as the Human Resources liaison for the Office of the Chief of Staff and clinical service lines.
- Initiates and tracks personnel actions for the Office of the Chief of Staff and clinical service lines through completion.
- Provides administrative support to clinical services lacking administrative personnel.
- Interprets and applies policies, procedures, and guidance to resolve administrative issues.
- Manages and tracks administrative assignments, suspense items, and requests to ensure timely completion.
- Supports budget formulation, monitors fund allocations, and tracks operating expenses.
- Serves as records liaison and maintains files in accordance with VA privacy requirements.
- Receives and evaluates patient complaints, coordinates clinical appeals, and assists with disclosures.
- Provides guidance and training to Administrative Officers throughout the facility.
- Serves as the Automated Data Processing Application Coordinator (ADPAC) for the Office of the Chief of Staff.
Work Schedule: Monday - Friday; 8:00AM est - 4:30PM est Telework: Not Available Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD260568 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized
Requirements
You must be a U.S. Citizen to apply for this job To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job. Selective Service Registration is required for males born after 12/31/1959 Physical
Requirements
The work required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment. A pre-placement physical examination is not required. Subject to background/security investigation Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued identification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment.
Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider: your performance and conduct; the needs and interests of the agency; whether your continued employment would advance organizational goals of the agency or the Government; and whether your continued employment would advance the efficiency of the Federal service. Upon completion of your probationary period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.