Administrative Officer

Veterans Health Administration • Palo Alto, CA

8d • Hybrid

About The Position

The Administrative Officer serves in the Office of the Director at the VA Palo Alto Health Care System. The position coordinates administrative operations, personnel actions, policy management, program analysis, and process improvement activities. The incumbent advises and makes recommendations to leadership to improve the efficiency and effectiveness of programs under the Director's oversight.

The role provides administrative management and guidance to the Office of the Director and its operational services, including interpreting policies, laws, and regulations and recommending solutions to administrative issues. It coordinates responses to patient complaints, patient advocate requests, congressional inquiries, Office of Inspector General reports, issue briefs, and other time-sensitive correspondence. The position also coordinates policy and standard operating procedure reviews, revisions, and implementation, and reviews facility policies requiring executive concurrence.

The Administrative Officer coordinates recruitment and hiring activities for service chiefs, executives, and Title 5 employees; maintains personnel records and prepares documentation for performance management and other personnel matters; and supports approved All Employee Survey action plans. As the Automated Data Processing Applications Coordinator and Personal Identity Verification sponsor, the incumbent coordinates user access, basic technical troubleshooting, access reviews, equipment and software needs, and PIN resets.

The position develops and facilitates process improvement projects using Lean, Six Sigma, and project management techniques. It supports leadership committees, councils, and workgroups, conducts qualitative and quantitative analyses of program operations and performance, and prepares studies, reports, executive decision memoranda, and briefings with findings, implementation strategies, and recommendations.

The work schedule is Monday through Friday, 8:00 a.m. to 4:30 p.m. PST. Ad-hoc telework may be authorized; the position is not virtual. Work is primarily sedentary, although some slight physical effort may be required.

Requirements

• U.S. citizenship is required.
• Selective Service registration is required for males born after 12/31/1959.
• Must be able to complete a background/security investigation and the online onboarding process.
• Participation in the seasonal influenza vaccination program is required for Department of Veterans Affairs Health Care Personnel.
• Must serve a one-year probationary period or two-year trial period, as applicable.
• For current or former federal employees subject to time-in-grade rules: 52 weeks at GS-9 for the GS-11 position.
• One year of specialized experience equivalent to at least GS-9, such as coordinating administrative operations, interpreting and applying administrative policies and procedures, coordinating recruitment and personnel actions, analyzing program operations and performance data, and preparing management correspondence, reports, and briefings; OR qualifying graduate education; OR a qualifying combination of experience and education.
• Qualifying education may include a Ph.D. or equivalent doctoral degree, three full years of progressively higher-level graduate education leading to such a degree, or an LL.M. in a related field demonstrating the necessary knowledge, skills, and abilities.
• Applicants relying on education must submit transcripts; only education recognized by the U.S. Department of Education from accredited institutions may qualify.
• Applicants using foreign education must provide a Certificate of Foreign Equivalency with their transcript.
• Competencies include attention to detail, decision making, integrity/honesty, interpersonal skills, learning, reading comprehension, reasoning, self-management, and teamwork.
• Work is primarily sedentary; some slight physical effort may be required, with no special physical qualifications required.

Responsibilities

• Provide administrative management and guidance for the Office of the Director and its operational services; interpret policies, laws, and regulations and recommend solutions to administrative issues.
• Review, track, and coordinate responses to patient complaints, patient advocate requests, congressional inquiries, Office of Inspector General reports, issue briefs, and other time-sensitive correspondence.
• Coordinate the review, revision, and implementation of policies and standard operating procedures; review facility policies requiring executive concurrence and recommend corrective actions.
• Coordinate recruitment and hiring activities for service chiefs, executives, and Title 5 employees, including developing position descriptions and functional statements, initiating personnel actions, assisting with vacancy announcements, and arranging interview panels.
• Maintain personnel-related records and prepare documentation for performance management, incentives, awards, telework agreements, organizational changes, and other personnel matters.
• Support implementation of approved All Employee Survey action plans.
• Serve as the Automated Data Processing Applications Coordinator and Personal Identity Verification sponsor, coordinating user access, basic technical troubleshooting, access reviews, equipment and software needs, and PIN resets.
• Develop and facilitate process improvement projects using Lean, Six Sigma, and project management techniques to improve administrative workflows and ensure timely completion of action plans.
• Support leadership committees, councils, and workgroups by coordinating assigned activities, participating in meetings, and documenting proceedings and action items.
• Conduct qualitative and quantitative analyses of program operations, resource needs, and performance trends; investigate deviations and recommend improvements to program efficiency and effectiveness.
• Prepare studies, reports, executive decision memoranda, and briefings presenting findings, implementation strategies, and recommendations to management officials.

Benefits

• Federal employee benefits package available to the employee and family, subject to position and eligibility.
• Selected applicants may qualify for credit toward annual leave accrual based on prior work or military service, subject to request and approval before appointment.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Ph.D. or professional degree