Administrative Officer

The primary purpose of this position is to perform duties directly contributing to the administrative management of the ACOS/E and to support the Director of Education. The AO is responsible for coordinating daily activities and long-term planning for the ACOS/E service and provides direct programmatic analysis and assistance to the ACOS, Education, Designated Educational Official (DEO), Deputy DEOs, Designated Learning Official (DLO), and 16 FTE associated with the Office of Education.

MAJOR DUTIES AND RESPONSIBILITIES: The incumbent supports finance, procurement, travel, human resources, and information management operations. The position serves as the main point of contact for internal and external customers for the Office of Education, including DEO and DLO branches. The incumbent is responsible for overall administrative support to the Office of Education Service programs and operations. The duties and responsibilities include but are not limited to the following: Administration Management Duties - 35 percent: The AO assists the ACOS/E in leading the administrative management activities of clinical services within the Office of Education. This includes coordination with all levels of clinical staff and academic affiliates to interpret and implement national, VISN, or local policies and procedures as related to education. The AO supports strategic planning, program management, and program evaluation and helps to ensure that clinical and administrative functions are integrated to provide optimum utilization of resources. Incumbent oversees and facilitates the administrative management duties for the Office of Education. Human Resources Management Duties - 30 percent: The AO utilizes knowledge of human resources laws, requirements, and policies to ensure all Education human resources actions follow these guidelines. The AO is responsible for ensuring the timely, compliant, and accurate completion of documents required for various human resources actions, including recruitment, appointments, promotions, performance management, leave administration, compensation, benefits, and education. The AO maintains competency folders and writes position descriptions, functional statements, performance standards, and justifications for resource requests. The AO supports workforce planning for the Office by gathering and compiling large amounts of narrative and statistical information about organizational functions, workload, etc. Financial Management and Procurement/COR Duties - 15 percent: The AO assists Office of Education staff with disbursement agreements, which involve over $1,000,000 per month in payment to VAPAHCS's main affiliate. The AO utilizes knowledge of financial management policies, guidelines, and best practices to support overall budgeting and financial management for the service. The AO participates in budget hearings with the Fiscal Officer and Executive Management and as needed, helps to defend the service's annual budget request based on past performance, program plans, and workload forecasts. He/she works with the ACOS/E to negotiate adjustments or reprogramming of funds with the Fiscal Officer and his/her staff to support the mission, goals, and objectives. Supply and Equipment Administration Duties - 10 percent: The AO works with Education staff to oversee supply administration. He/she ensures the availability of office supplies, new and replacement equipment, requisitions, repairs, disposal, etc. He/she prepares and reviews purchase orders for supplies and non-expendable property, such as equipment, to include personal computer hardware and software and other specialized equipment necessary for the effective functioning of the Office of Education. The AO assists in the preparation and/or reviews requests for construction justifications, remodeling, and alterations to existing work sites, reviews floor plans and designs of office layouts, and coordinates preliminary approvals and interfaces with Engineering, Facility Planning, and other officials to schedule work or resolve problems. He/she conducts periodic surveys of equipment and property utilization and makes recommendations to ensure the economical and efficient use of equipment and other property. Data Analysis Duties - 10 percent: The AO runs reports in support of Education operations. The AO utilizes the data to help analyze and evaluate the performance, effectiveness, and efficiency of Education and its administrative functions. The AO uses local and national data sources such as VistA, VSSC, ProClarity, and Symposium to gather data, identify interrelationships of potential problems, and act consistently with the objectives of Education programs. The AO performs data analysis duties as requested by the ACOS/E to facilitate the effective functioning of the Office. Other duties as assigned. Work Schedule: M-F 8:00 am - 4:30 pm or as determined by the supervisor. Compressed/Flexible: This may be authorized at the supervisor's discretion. Virtual: This is not a virtual position Position Description/PD#: Administrative Officer/PD02744O

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 may 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.