Administrative Officer

Administrative Officer

Department: Department of Veterans Affairs

Location(s): Asheville, North Carolina

Salary Range: $74678 - $97087 Per Year

Job Summary: The Administrative Officer position is located in Pathology and Laboratory, at the Charles George VAMC in Asheville, NC. The Administrative Officer in Pathology and Laboratory participates in the overall decision making, policy development and planning for the management of the Service Line at the Charles George VA Medical Center, located in Asheville, NC, Franklin CBOC, Hickory CBOC, and Rutherford County CBOC.

Major Duties:

• Administrative Management Exercises independent and creative judgement in accomplishing duties such as interpreting administrative and developing policies, defining administrative requirements, and/or providing advice on related issues. Provides input to ensure policies and action plans comply with VA Central Office (VACO), VISN, Joint Commission, and other entities, as appropriate. Interacts with VA management and personnel, VACO, VISN, and community officials to keep abreast of service issues within the organization. Establishes internal procedures to secure adequate control and meet operating requirements in terms of deadlines, progress reports, and directives, overcoming bottlenecks in the administrative process. Maintains responsibility for all service correspondence including but not limited to preparing, editing, and archiving all official correspondence requiring signature/approval; preparing/updating the Annual Operating Plan; reviewing/updating Standard Operating Procedures (SOP) related to property management, warehouse/distribution functions, and related information systems; and submitting/monitoring work orders. Manages scheduling, time and leave, certifications for contracts, labor mapping, and Automated Data Processing Application Coordinator (ADPAC) duties. Monitors staff training compliance. Maintains working knowledge of the Personnel Identity Verification (PIV) badging system and coordinates clearances and access for all visitors and contractors, as necessary, in compliance with applicable guidelines. Attends briefings and meetings on behalf of the Chief. Schedules and coordinates all service meetings and prepares agenda and minutes for each. Serves as the Facility Hazardous Recall Coordinator and Contracting Officer Representative (COR). Human Resources/Personnel Management Coordinates the personnel management program for the service, performing or overseeing all aspects of Human Resources (HR) requirements. Advises regarding procedures, laws, regulations, and policies dealing with workforce diversity, recruitment, merit promotion, awards, employee and labor relations, employee career development, training, and other HR related activities. Monitors and maintains files and documents on all on-going and projected personnel actions. Reviews reports and analyzes trends to identify discrepancies and recommend plans to improve efficiency of processing actions and eliminating recurrence of unfavorable conditions. Prepares award packages for employee contribution and other awards. Ensures that performance ratings are submitted in a timely manner in accordance with regulatory guidelines. Budget/Fiscal Manages budget formulation and execution for a changing budget of administrative expenses involving different funding sources. Participates with managers in reviewing needs, plans, and goals to develop budget data and justification for review and approval. Advises Chief on budgetary and finance issues. Interacts and negotiates on adjustments or reprogramming of funds in support of major program changes or requirements. Serves as the Control Point Official for numerous fund control points and acts as the Approving Official and/or Alternate Official for purchase card holders. Sets up and maintains systems to control purchasing and the use of supplies. Coordinates/Conducts audits and inspections, as assigned. Space Planning, Property Management, Procurement, and Supply Administration Prepares procurement requests and valuates proposals for work. Maintains procurement and contracting records. Establishes and oversees procedures for the receipt, review, and follow-up on requisitions for purchases from Federal and special funds. Provides advice on procurement issues and ensures that regulations are understood and adhered to. Assists with the negotiation of business agreements and contracts. Represents the service and facility with respect to contract changes, adjustments, or settlements, and assists with the resolution of contractor claims, delays, or suspension of work. Determines when contract termination is warranted and works to affect it. Develops space requests and coordinates movement of assets. Coordinates office moves, office construction, and other facility improvements including furniture, equipment, telephones, and short-term storage. Collaborates with necessary documents for the accession and de-accession of property. Conducts periodic surveys of equipment and property use, recommending action to ensure economical and efficient use. Ensures the service is adequately stocked with supplies needed for effective and efficient operation. Prepares presentation materials related to financial, space, and equipment programs. Performs other related duties as assigned. Compressed/Flexible: Not Authorized Telework: Not Available Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD043320

Qualifications: To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/18/2026. Time-In-Grade Requirement: Applicants who 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-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: Applicants must possess one year of specialized experience that equipped them with the particular knowledge, skills, and abilities to successfully perform the duties of the position. To be creditable, specialized experience must have been equivalent to at least the next lower grade (GS-07) in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: analyzing data to assess impact of actions across multiple, varied, and complex processes and systems to gauge the overall statistical and quality objectives; combing data obtained and analyzed from integrated and non-integrated databases; assessment and improvement of program effectiveness and complex management processes and systems; knowledge of a broad range of administrative directives, policies, regulations, and procedures applicable to the administration of a complex clinical support service (i.e., budget, finance, contracting and procurement, equipment property, human resource management, and facility space requirements); knowledge of management analysis principles and concepts; knowledge of the mission, functions, goals, objectives, organizational structure, and individual program responsibilities within a medical center; conducting reviews and evaluations regarding medical facility operations and activities as they relate to a logistics program; training/mentoring other staff; leading and accomplishing work through others; and/or preparing analytical compliance reporting and other written documents which clearly present facts, issues, recommendations, analysis, and actions. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have Successful completion of a master's degree or equivalent graduate degree, two (2) full years of graduate level education leading to such a degree, or LL.B. or J.D. in a related field that demonstrates my ability to perform the duties of this position. NOTE: This education must have been obtained at an accredited college or university. If you select this option, you must submit a copy of your transcript with your application. Education cannot be credited without documentation. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have equivalent combinations of successfully completed graduate-level education (beyond the first year) and specialized experience, as described above, which meet the total experience requirements for this grade level. NOTE: The education portion must include graduate courses that demonstrate the knowledge, skills, and abilities necessary to do the work of this position. This education must have been obtained in an accredited college or university. If you select this option, you must submit a copy of your transcript with your application. Education cannot be credited without documentation. AND, Driver's License: Must possess a current, valid state-issued driver's license for this position. (Please do not submit a copy of your license with your application package. You will be required to show your valid driver's license at the time of your interview.) Preferred Experience: Prior AO experience, Time Keeping, COR Certification, Equipment Inventory Custodian, Record Management Current COR-I certification, VATAS Time Keeping experience, Logistics Equipment Custodian Training, experience entering 2237s.1358s in VistA 1. Experience as a COR 2. Time Keeping Exp. 3. VistA Control Point Official 4. Equipment Custodian Experience and Training Physical Requirements: The work is primarily sedentary and is usually accomplished while the employee 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. Work is typically performed in an adequately lighted and climate-controlled office. May require occasional travel. NOTE: Participation in the seasonal influenza program is a condition of employment and a requirement for all Department of Veterans Affairs Health Care Personnel (HCP). It is a requirement that all HCP to receive annual seasonal influenza vaccination or obtain an exemption for medical or religious reasons. Wearing a face mask is required when an exemption to the influenza vaccination has been granted. HCP in violation of this directive may face disciplinary action up to and including removal from federal service. HCP are individuals who, during the influenza season, work in VHA locations or who come into contact with VA patients or other HCP as part of their duties. VHA locations include, but are not limited to, VA hospitals and associated clinics, community living centers (CLCs), community-based outpatient clinics (CBOCs), domiciliary units, Vet centers and VA-leased medical facilities. HCP include all VA licensed and unlicensed, clinical and administrative, remote and onsite, paid and without compensation, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, researchers, volunteers and health professions trainees (HPTs) who are expected to perform any or all of their work at these facilities. HPTs may be paid or unpaid and include residents, interns, fellows and students. HCP also includes VHA personnel providing home-based care to Veterans and drivers and other personnel whose duties put them in contact with patients outside VA medical facilities.

How to Apply: Please read the entire announcement and all the instructions before you begin an application. To apply for this position, you must complete the initial online application, to include the initial online questionnaire and submission of the required documentation specified in the How to Apply and Required Documents section. The complete application package must be submitted by 11:59 PM (ET) on the closing date of the announcement to receive consideration. To preview the application questionnaire, click https://apply.usastaffing.gov/ViewQuestionnaire/12903409. The application process is as follows: To begin, click Apply Online to create a USA JOBS account or log in to your existing account. Follow the prompts to select your USA JOBS resume and/or other supporting documents. Answer the questions presented in the application and attach all necessary supporting documentation. Click the Submit Application button prior to 11:59 PM (ET) on the announcement closing date, 03/18/2026. If you are required to complete any USA Hire Assessments, you will be notified after submitting your application. The notification will be provided in your application submission screen and via email. The notification will include your unique assessment access link to the USA Hire system and the completion deadline. Additionally, in USAJOBS you can click "Track this application" to return to your assessment completion notice. Access USA Hire using your unique assessment link. Access is granted through your USAJOBS login credentials. Review all instructions prior to beginning your assessments. You will have the opportunity to request a testing accommodation before beginning the assessments should you have a disability covered under the Rehabilitation Act of 1973 as amended. Set aside at least 3 hours to take the USA Hire Assessments; however, most applicants complete the assessments in less time. If you need to stop the assessments and continue later, you can re-use your unique assessment link. NOTE: Your responses to the USA Hire Assessments will be reused for one year (in most cases) from the date you complete an assessment. If future applications you submit require completion of the same assessments, your responses will be automatically reused. Visit the USA Hire Applicant Resource Center for practice assessments and assessment preparation resources at https://support-usahire.opm.gov/hc/en-us. To update your application, including supporting documentation: During the announcement open period, return to your USAJOBS account, find your application record, and click Edit my application. This option will no longer be available once the announcement has closed. To view the announcement status or your application status: https://help.usajobs.gov/how-to. Your application status page is where you can view your application status, USA Hire assessment completion status, and review your notifications sent by the hiring agency regarding your application. Beginning September 27, 2025, Federal agencies will only accept resumes up to two pages in length to comply with the Merit Hiring Plan. Resumes longer than two pages will result in ineligibility for further consideration for the position. USAJOBS will not allow you to upload or build resumes longer than two pages, and you will need to update the resumes in your profile before applying for a job. Resumes should include information relevant to the knowledge, skills, abilities, and competencies of the position to which you are applying. VA is unable to make assumptions about qualifications if not clearly listed. Resumes must be legible so they can be reviewed for eligibility, minimum qualifications and other position requirements listed in the job announcement. Your resume must be 5MB or less. We recommend saving and uploading your resume as a PDF to maintain formatting and number of pages. We also accept GIF, JPG, JPEG, PNG, RTF, TXT, PDF, ODT or Word (DOC or DOCX). We do not accept PDF portfolio files. We recommend using a sans-serif font size like Lato, if available. Other widely available options are Calibri, Helvetica, Arial, Verdana, Open San Source Sans Pro, Roboto or Noro Sans. Make your page margins 0.5 inches. Consider using 14-point size font for titles and 10-point for the main text in your resume. The resume builder can help you create a resume using these recommendations and uses the information in your USAJOBS profile to help you get started. Helpful Hints for Creating a Two-Page Resume: Prioritize most relevant and recent experience Use concise, results focused language Align language from the job announcement Focus on demonstrating skills and competencies Remove outdated or unrelated experience Use the USAJOBS resume builder Additional guidance on this new requirement and resume building tools can be found at https://help.usajobs.gov/faq/application/documents/resume/page-limit

Application Deadline: 2026-03-18