Administrative Officer

About the role

The Administrative Officer provides direct staff support to the top management team responsible for planning, organization, development, direction and evaluation of Business Office Service at Southern Oregon Rehabilitation Center & Clinics (VA SORCC); including full staff assistance in administrative matters relating to patient concerns, budgets, staff scheduling, data management, space utilization and management, and operations.

Duties

Serves as Administrative Officer and Office Manager to the Chief of Business Office Service. The Business Office Service at Southern Oregon Rehabilitation Center & Clinics (VA SORCC) provides comprehensive care and a variety of complex administrative services. The Service provides care across the continuum of care, assuming the lead in ensuring safe, effective, and appropriate care to Veterans while maintaining cost efficiency. The Chief of Business Office oversees Care in the Community, Health Information Management Service (HIMS), Member Services, Veterans Transportation Service (VTS)/Beneficiary Travel and Primary Care, Specialty Care and Mental Health Administrative Support at VA SORCC, White City, Oregon, main campus and two community-based outpatient clinics.

Major duties include but are not limited to:

• The Administrative Officer participates in the overall administrative, operational management, decision making, policy development, resource allocation and utilization for the Service.
• Provides administrative and analytical support to the Chief of Business Office Service to ensure that service level resources are efficiently managed in order to accomplish the goals and mission of the VA SORCC.
• Supports all the Business Office Service, vision and mission, ensuring an effective and efficient service through management of personnel, budget, quality assurance and process improvement.
• Must possess skills in development, implementation, and interpretation and take necessary corrective actions to assure that the service's planning, functions and programs are properly monitored and fulfill the goals of the Service, veterans and the VA SORCC.
• May be assigned projects involving data mining and analysis needed to support all the Business Office Service emerging needs or patient care issues.
• Supports the Chief of Business Office with collection and reporting of data.
• Serves as a resource person in planning, reviewing or revising policies and procedures that impact the Business Office Service operations.
• Serves as an expert on data collection and analysis, recommends and participates in the development of strategies for implementation of projects or policy changes.
• Plans and/or accomplishes special projects, using standard approaches to perform a variety of duties related to special projects involving administrative or supportive issues and conducts extensive research and compilation of data from diverse sources.
• Extracts and assembles information, conducts analysis and develops reports for presentations.
• Serves as champion for quality measures pertaining to Business Office Service, familiarizing staff with metrics, assists Chief of Business Office with presentations.
• Provides guidance and support to operating programs, establishes internal training programs, develops or obtains training aids, and selects pertinent government and nongovernment training resources.
• Develops and/or modifies procedures, courses, training, guides and plans and seeks alternative training sources for an organization having a well-defined and readily understood mission.
• Coordinates division work flow review and in coordination with the Business Office Service Budget Analyst, forecast the annual division budget plan, prepares budget documents, and reports final form for submission to division leadership and senior VA SORCC management.
• Analyzes actual experience as compared to work flow to detect fluctuations and trends which affect the operating plan and recommends corrective action for Business Office Budget Analyst and division fiscal management.
• Responsible for work flow data updates, record keeping, and analysis.
• Formulates, presents, executes, and analyzes organizational workflow that affects business processes, Veterans Equitable Resource Allocation (VERA) and Medical Center Allocation System (MCAS).

Requirements

To qualify for this position, applicants must meet Time-In-Grade and Specialized Experience requirements within 30 days of the closing date of this announcement, 07/31/2026.

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 within 30 days of the closing date of this announcement. For a GS-9 position you must have served 52 weeks at the GS-7. 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-7) in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to:

• Coordinating and monitoring the functions of administrative services within an office
• Managing budget activities
• Assisting with contracting functions and managing procurement
• Assisting with human resources functions to include recruitment, time keeping, position classification, performance, training, etc.
• Preparing letters, reports and presentations
• Retaining procurement records and reconciliations
• Making space utilization recommendations

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.

Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed a Master's or equivalent graduate degree or 2 full years of progressively higher level graduate education leading to such a degree or LL.B. of J.D., if related 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.

Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond 1 full year of graduate level education to be creditable. If you qualify by a combination, your experience must be detailed in your resume and transcripts are required. NOTE: Transcripts must be submitted with application. Education cannot be credited without documentation.

Preferred Experience

• Experience performing administrative management, human resources/personnel management, budget/fiscal, and/or space planning, property management, procurement and supply administration.
• Problem solving including determining accuracy and relevance of information, generate and evaluate alternatives outcomes and make recommendations.
• Performing information management including gathering information, organizing and maintaining information or information management systems.
• Experience in VATAS, MSS/HRIS, TXP, CERNER/ORACLE EHRM, Microsoft Office (including One Note) and SFFX File Management.

Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience.

Schedule

• Monday - Friday, 8:00am to 4:30pm PST
• Telework: Not authorized
• This is not a virtual position