Administrative Officer

Veterans Health Administration • Phoenix, AZ

11d • Onsite

About The Position

The Administrative Officer (AO) works in the Nursing Education Department at the Phoenix VA Health Care System (PVAHCS) at the full-performance level and reports directly to the Chief Nurse of Education. The AO coordinates and monitors the department’s administrative programs, applying analytical and evaluative skills and specialized management principles to advise, collaborate, and carry out assigned responsibilities.

The position oversees administrative management for Nursing Education; develops and implements procedures; evaluates administrative problems and recommends solutions; and supports planning, organizational development, and evaluation of medical center administration. The AO maintains documentation for external reviews and accreditation, helps prepare for inspections, monitors scholarship programs, and supports staffing projections and budget activities. Financial duties include budget formulation and execution, fund monitoring, expenditure reconciliation, reporting, and providing advice to management.

The AO also supports personnel administration, quality management, Environment of Care plans, emergency and safety planning, digital platforms and SharePoint, procurement, contracting, and property management. The position coordinates training needs and opportunities and provides administrative and clerical support to Nursing Education and the Medical Center. This is a full-time, onsite position with a Monday–Friday schedule, 7:30 a.m.–4:00 p.m.; it is not a virtual position.

Requirements

• U.S. citizenship is required.
• Complete the application, questionnaire, and required online assessment.
• Selective Service registration is required for males born after 12/31/1959.
• Satisfy applicable time-in-grade requirements: for GS-09, 52 weeks at GS-07; current and former federal employees applying in specified circumstances must provide an SF-50 demonstrating eligibility.
• Meet the GS-09 qualification requirement through one year of specialized experience equivalent to at least GS-07, qualifying education, or a combination of education and experience.
• Specialized experience may include administrative program support; tracking action items; preparing reports; maintaining records or data systems; coordinating workflows; supporting budget activities; reviewing financial data and monitoring funds; assisting with reconciliation and budget documentation; supporting procurement and property actions; applying policies and procedures; communicating with stakeholders; and using office software and administrative systems.
• For qualification through education, have a master's or equivalent graduate degree, two full years of progressively higher-level graduate education leading to such a degree, or a related LL.B. or J.D. that demonstrates the required knowledge, skills, and abilities. Transcripts are required when relying on education.
• For a combination of education and experience, have qualifying specialized experience and graduate education beyond the first year or 18 semester hours; submit a transcript.
• Complete required background/security investigation and online onboarding requirements and provide acceptable identification.
• Participate in the seasonal influenza vaccination program as a Department of Veterans Affairs health care personnel requirement.
• Serve a one-year probationary period or two-year trial period, as applicable.
• Physical work requirements do not inherently include demands essential to performance that could not be met with accommodation or workplace adjustment; a pre-placement physical examination is not required.

Nice To Haves

• Experience supporting administrative functions in a healthcare or behavioral health environment, including familiarity with clinical workflows, regulatory expectations, or multidisciplinary team operations.
• Two to five years of progressive experience in general office administration, customer service, and workflow coordination.
• Strong communication skills for managing office operations, coordinating teams, and representing an organization.
• Current Contracting Officer's Representative (COR) certification at Level I, II, or III.
• Experience using advanced administrative and technical tools to support workflow efficiency.

Responsibilities

• Oversee and facilitate administrative management for Nursing Education.
• Develop, plan, issue, and implement procedures to comply with administrative directives.
• Analyze and evaluate administrative problems and recommend solutions involving systems, training, publications, and data management.
• Serve as the primary point of contact for office visits with vendors and other VA services.
• Design and implement policies and procedures for administrative and personnel-related functions.
• Review guidance, identify problem areas, and recommend improvements to procedures, efficiency, and policy compliance.
• Support planning, organizational development, direction, and evaluation of medical center administration.
• Maintain documents required for external reviews and ensure accreditation compliance with JCAHO and OAA.
• Assist with preparations for inspections and reviews, including OIG, CDC, DHEC, OSHA, JCAHO, and OAA, and attend meetings as needed.
• Monitor academic performance and collaborative partnerships for Scholarship Recipients.
• Assist with EISP/VANEEP staffing projections, prepare adherence reports, process scholarship funds, and ensure compliance.
• Review incoming requests and recommend actions based on internal operations, policy, and budget considerations.
• Participate in budget planning and financial management for Nursing Education, including budget formulation, justification, execution, financial management, and reporting.
• Manage funding sources; develop budget data and justifications; monitor fund execution; review financial reports; reconcile cost-center expenditures; confirm authorization and daily fund availability; and serve as Custodial Officer for assigned equipment inventories.
• Handle sensitive information, audits, and investigations in a confidential capacity, and ensure timely completion of action items and responses.
• Review regulatory guidelines and recommend personnel-administration and organizational-structure actions.
• Provide administrative and clerical support to Nursing Education and the Medical Center.
• Consult with staff on corrective actions and perform quality-management activities to improve transactions, customer service, and procedures.
• Address Environment of Care issues and maintain HR plans for disaster preparedness, ADP contingency, fire and safety, utilities, and hazardous materials management.
• Maintain HR Cascade and Call Back Plans.
• Author and maintain digital platform content, draft communications, manage SharePoint updates, and oversee user password and menu access as ADPAC.
• Support procurement for Nursing Education, prepare proposals, act as COR, maintain records, and manage small procurements.
• Assist with cost determinations, analyses, bid solicitation, justifications, and communications with vendors and contractors.
• Assist with purchase orders and control purchasing and use of supplies.
• Oversee property management, prepare accession and de-accession documents, conduct equipment surveys, and promote efficient use of property.
• Exercise authority for obligations and expenditures.
• Assist in identifying, monitoring, and reporting JCAHO standards and tracers.
• Work with staff to identify subject-matter training needs, publish training opportunities, arrange classroom space, and support preparation of audiovisual materials and handouts.

Benefits

• Federal employee benefits package available to the employee and family; specific benefits depend on position eligibility and should be confirmed with the hiring agency.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level