Administrative Officer

Administrative Officer

Department: Department of Veterans Affairs

Location(s): Madison, Wisconsin

Salary Range: $105383 - $137000 Per Year

Job Summary: Responsibilities of this position include overseeing the day to day operations of a large research program. Major areas include planning, developing, and directing the administration of various distinct and separate services and responsibility over surveys of space use, manpower, and equipment; planning research budgets and assisting with initiation of new programs; development of newly funded research positions; and to coordinate research activities with VA and non-VA research programs.

Major Duties:

• This is a non bargaining unit position. This job announcement will remain open for the full 5 days VA offers a comprehensive total rewards package: VA Total Rewards Work Schedule: Monday - Friday 8:00 am to 4:30 pm Compressed/Flexible Schedule: Not available Telework: Yes (Ad Hoc only) Duty Location Status: 2500 Overlook Terrace, Madison, WI. Position Description Title/PD#: Administrative Officer (Supervisory)/ PD230060 Physical Demands: The work is primarily sedentary within an office environment. Some walking within the medical center to clinical and laboratory research locations and other support locations (OI&T, Facilities Management, Investigational Pharmacy) is required. Applicants selected for this position may be required to serve a one-year supervisory probationary period. Failure to successfully complete the supervisory probationary period will result in the employee being reassigned to a position in the agency of no lower grade and pay than the one the employee left to accept the supervisory or managerial position. Major Duties: Identifies needed information, gathers the information, and maintains organized information repositories and information management systems. Overseas, manages, and evaluates employee work performance. Coordinates relevant training and continuing education for staff including training topics such as ethics, privacy, and safety governing research. Assigns work to subordinates based on priorities, difficulty, requirements of the assignment, and the capabilities of employee. Resolves minor complaints from employees, effects minor disciplinary measures such as warnings and reprimands, provides action recommendations for more serious cases while referring group grievances and more serious unresolved complaints to senior leadership and employee/labor relations. Manages initiation process and provides overall administrative management for all new research studies. Develops and implements local and administrative management policies including organizational chart development, billing policies, requisition processes for goods and services, and recruitment and hiring policies. Develops both long and short-range policies and plans for a research program. Reviews study protocol and works with the research team to evaluate feasibility of study at the local site. Facilitates quality and timely data collection, protocol deviation/violation reporting, adverse event (AE) reporting, and endpoint reporting. Works with study teams to maximize recruitment efforts and resolve recruitment issues. Oversees regulatory aspects of studies, and when needed, works with oversight agencies to assure study is in compliance with regulatory requirements. Holds regular staff meetings to track progress of studies, identify study issue, and develop action plans for resolution of issues. Participates in conference calls, director meetings, and provides communication to organizations central office personnel. Analyzes budgets for each object class, appropriate allotments, and use of allocated funds regulation conformance. Has full awareness of the overall financial performance of the organization to advise management on the status of funds.

Qualifications: To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 01/02/2026. 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-13 position you must have served 52 weeks at the GS-12. 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. Provide a copy of your last or most recent SF-50, "Notification of Personnel Action" to indicate your current federal status. You must also submit additional SF-50(s) to clearly demonstrate one year time-in-grade as required in the announcement. If the most recent SF-50 has an effective within the past year, it may not clearly demonstrate that you possess one year time-in-grade. In this instance, you must provide an additional SF-50 that clearly demonstrates one year time-in-grade. 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. AND Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-12 in the normal line of progression for the occupation in the organization. Specialized Experience is defined as experience with management of a healthcare/medical research program to include management of a multi-million-dollar budget; regulatory and compliance of the research program; developing detailed policies and standard operating procedures, plans, program objectives, tasks, milestone dates and schedules to ensure proper sequencing of events and tracking of processes and costs for a healthcare/medical research program; and experience attracting and retaining investigators and staff for a healthcare/medical research program. Per Office of Personnel Management General Schedule Qualification Policies, federal employees are assumed to have gained experience by performing duties and responsibilities appropriate for their official series and grade level as described in their position description. Experience that would not normally be part of the employee's position is creditable when documented by satisfactory evidence (e.g., a memorandum from the manager, human resources director, or official documentation such as SF-52, SF-50 documenting an official detail/assignments, or other comparable documentation). The documentation must indicate whether the employee performed the duties full time or, if part-time, the percentage of times the employee performed the additional duties. To receive credit for experience in your resume that is not within the official series and grade level of your position, you must provide official documentation of such experience as indicated above. 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. Note: A full year of work is considered to be 35-40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities. 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. For more information on these qualification standards, please visit OPM's web site at http://www.opm.gov/qualifications/standards/indexes/alph-ndx.asp.

How to Apply: All applicants are encouraged to apply online. To apply for this position, you must complete the questionnaire and submit the documentation specified in the Required Documents section below. The complete application package must be submitted by 11:59 PM (ET) on 01/02/2026 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/12854759. 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 and complete the occupational questionnaire. Click Submit My Answers to submit your application package. NOTE: It is your responsibility to ensure your responses and appropriate documentation is submitted prior to the closing date.To verify your application is complete, log into your USA JOBS account, https://my.usajobs.gov/Account/Login, select the Application Status link and then select the more information link for this position. The Application page will display the status of your application, the documentation received and processed, and any correspondence the agency has sent related to this application. Your uploaded documents may take several hours to clear the virus scan process. To return to an incomplete application, log into your USA JOBS account and click Update Application in the vacancy announcement. You must re-select your resume and/or other documents from your USA JOBS account or your application will be incomplete.

Application Deadline: 2026-01-02