Administrative Officer at Veterans Health Administration

About the role

The incumbent is an Administrative Officer in the Pharmacy Service at the VA Northeast Ohio Healthcare System. This position collaborates with service leadership in the decision-making, policy development and resource planning for the Pharmacy Service. Serves as the focal point responsible for providing administrative leadership, suppport, and coordination in the development, implementation, evaluation, interpretation, revision, and corrective action of all applicable service programs. Duties include but are not limited to: Administrative Management- 35% The position functions as an extension of the Chief of Pharmacy Service and the Assistant Chief of Pharmacy Operations and represents Pharmacy Service with other service lines to thoroughly explain service policies and assist staff in their implementation. As a key leader of the administrative team, the incumbent is entrusted with participating in and presenting at meetings with leadership and various interdisciplinary committees to address and resolve complex administrative management issues, ensuring effective problem-solving, and providing well-considered recommendations. The incumbent must communicate effectively both in writing and verbally, employing a high level of tact and diplomacy to uphold and enhance the positive, professional image of the Pharmacy Service. Staffing, Workload, and Report Analysis - 25% The incumbent requests information and feedback on a timely basis from program areas, staff, technicians, and other Medical Center functional teams in sufficient lead-time for reviewing, compiling, correcting and preparing for required signatures for numerous recurring and non-recurring reports and reviews related to Pharmacy Service (e.g., Joint Commission, Residency Review, VHA Training, Congressional contacts and special administrative requests from medical center administration, VISN, and VACO). Incumbent collects and analyzes appropriate workload data for Pharmacy clinical areas and makes recommendations to pharmacy management for staffing and process improvement initiatives. Incumbent takes a lead role in the collection, and analysis of data for medical center clinical performance measures as well as pharmacy cost containment initiatives. Fiscal and Inventory Management - 20% The incumbent prepares and presents the Pharmacy Service budget projections based on studies of past expenditures, knowledge of the team's requirements, changes which have occurred in workload, and future goals of the team which involves working closely with Pharmacy Associate Chiefs and Fiscal Budget staff in assessments, forecasting and determining their specific needs. Records and organizes documents relating to expenditures to provide accurate and timely data and immediate visibility concerning availability of funds. Coordinates the fund control points assigned to Pharmacy Service, approves expenditures and reports fiscal status to the Chief and Fiscal as necessary. Personnel Management - 20% Serves as the Pharmacy Service Representative to Human Resources, overseeing the complete spectrum of human resource needs for the service. Handles all personnel administration tasks, acting as liaison with the Human Resources office for personnel matters. Provides guidance to managers and staff on agency personnel processes and procedures. Work Schedule: Monday-Friday 7:30am - 4:00pm Telework: Not eligible Virtual/Remote: This is not a virtual/remote position. Position Description/PD#: Administrative Officer/PD944920 Relocation/Recruitment Incentives: Not authorized To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 08/28/2026. 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-09. 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. Qualifications: To meet the minimum qualifications for this position, you must meet one of the following: SPECIALIZED EXPERIENCE - One (1) full year of specialized experience equivalent to the GS-9 grade level in federal service that equipped you with the particular knowledge, skills, and abilities to perform successfully the duties of an Administrative Officer, and that is typically in or related to the work of this position. Specialized experience includes: 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 - Have successfully 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. ~OR~ COMBINATION - 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. You will be rated on the following Competencies as part of the assessment questionnaire for this position: Administration and Management Competency: Knowledge of planning, coordination and execution of business functions, resource allocation, and production. Contract Administration Competency: Knowledge and application of contract administration principles and practices sufficient to monitor contractor performance and compliance with all terms and conditions of the contract and deliverables; resolves discrepancies; performs contract closeout functions. Quality Management Competency: Knowledge of the principles, methods, and tools of quality assurance, quality controls, and reliability used to ensure that a project, system, or product fulfills requirements and standards. Computer Skills Competency: Uses computers, software applications, databases, and automated systems to accomplish work. Managing Human Resources Competency: Plans, distributes, coordinates, and monitors work assignment of others; evaluates work performance and provides feedback to others on their performance; ensures that staff are appropriately selected, utilized, and developed, and that they are treated in a fair and equitable manner. Physical Requirements and Work Environment: The work is primarily sedentary and is usually accomplished while the incumbent is comfortably seated at a desk or table. Some physical demands such as standing, walking, bending and lifting (up to 40 pounds) is required. Physical exertions including stretching, reaching, and pulling or pushing carts occurs when assisting with inventories or activities involving retrieving items from shelves and cabinets. The work is performed in a typical office setting, requiring the use of normal safety precautions necessary for an office environment. The work area is adequately lighted, heated and ventilated. 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/. 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.