Administrative Officer

Quick Facts

• Role: Administrative Officer (AO) for Surgical Services, Veterans Health Administration
• Schedule: Full time, Monday–Friday, 8:00am–4:30pm
• Telework: Ad hoc
• Virtual: No

Description

The Administrative Officer (AO) directs and coordinates administrative, operational, and planning activities for Surgical Services. You will manage clinic processes end-to-end, including clinic setup/modifications, staffing arrangements, securing codes, encounter form completion, consult management, discharge summary/operative note completion, and monitoring the Electronic Wait List (EWL), including Advanced Clinic Access (ACA) and clinic utilization. You will also act as the official point of contact for rotating residents/students, oversee on-call schedules, resource/fund control, budgeting and internal controls, and manage personnel and labor/management actions while ensuring compliance.

Responsibilities

• Lead clinic management processes (interpreting clinical needs, computerized clinic set up, clinic modifications)
• Manage clinical staffing arrangements, codes, encounter form completion, consult management, and clinical documentation (discharge summaries and operative notes)
• Monitor the Electronic Wait List (EWL) and associated plans; support Advanced Clinic Access (ACA) process and clinic utilization
• Provide rotating residents/students with required clinical tools (codes, orientation, clinic schedules) for progress notes and clinical record data entry
• Develop and manage on-call schedules and ensure appropriate clinical service notification
• Recommend resource distribution/redistribution and maintain awareness of available resources
• Serve as fund control point official with authority for fund control points and certification of services rendered
• Operate within the authorized budget; analyze and coordinate activities to improve patient access
• Gather/analyze budget needs and supervise budgeting (salaries, travel, supplies, equipment, and operating expenses)
• Plan internal controls to ensure sound fiscal management in line with generally accepted accounting practices
• Investigate/respond to employee grievances; represent management at labor/management meetings and support negotiated agreements
• Review and analyze incoming/outgoing correspondence for accuracy, format, and compliance with VA policies, instructions, and regulations
• Manage personnel for the Surgical Service, including staffing replacement requests and program changes; work with HR on disciplinary actions and appeals/grievances
• Attend hearings as requested and coordinate with relevant offices to resolve personnel problems
• Develop and coordinate internal review systems to ensure compliance with agency and accrediting/regulatory requirements
• Support staffing projections, position descriptions, job analyses, performance plans/appraisals, and drafting disciplinary/adverse actions and related HR/employee relations items

Requirements

• U.S. citizenship
• Complete all required application steps, including the online assessment (USA Hire competency assessment)
• Selective Service registration (for males born after 12/31/1959)
• Subject to background/security investigation
• Complete online onboarding and provide acceptable identification (REAL ID compliant)
• Seasonal influenza vaccination participation required for VA Health Care Personnel
• Serve required probationary or trial period (1-year probation or 2-year trial)
• Meet GS-11 qualifications by the closing date, including time-in-grade requirements if applicable
• One year of specialized experience equivalent to at least GS-9 (or approved education substitution/combination)

Benefits

A comprehensive federal employee benefits package is available; eligibility depends on the position type and whether the role is full-time, part-time, or intermittent.