Administrative Officer

Hampton, Virginia
Mar 04, 2021
Mar 11, 2021
Full Time


The Research Administrative Officer for Research and Development Service at the Hampton Veterans Affairs Medical Center (VAMC) is directly responsible for coordination of matters relating to the submission, tracking of reviews, approval documentation, security and confidentiality of research documents within the oversight responsibilities of the Human Research Protection Program (HRPP).
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Advises investigators on various processes related to submission documentation and routine research issues.

Evaluates incoming human subject protocol submissions and determines document completion for submission requirements and review processes.

Coordinates the processing of research protocols from receipt through approval by various local reviews and committees.

Performs analysis of process time-line and workload data for use by various officials.

Performs a variety of analytical studies and projects related to program operations and interrelated administrative and management support activities in support of research. Make recommendations on the program.

Provides administrative insight on current policies and procedures, applicability of regulations, and laws on the adequacy of protocol submissions under review.

Ensures that research resources are acquired (a competitive process), expended appropriately, and that research activities are conducted to meet federal standards for example: Federal Drug Administration (FDA), Office of Human Research Protection, ORO, and accreditation standards (i.e. Association for the Accreditation of HRPP and other accrediting bodies as appropriate).

Manages IRB documentation and records in accordance with regulatory requirements and in such a manner that information can be extracted to check for safety data and/or regulatory compliance.

Assists in the management of unique investigator accounts and administrative cost center accounts by providing analyses for planning, controlling, and monitoring of personnel on time-limited appointments, supplies with specific delivery and use requirements, equipment including computers with specific information security requirements , laboratory facilities, and other financial resources

Produces management reports from various sources, analyzes and distributes findings to research and medical center officials. Maintains clear lines of communication to optimize utilization of resources and meet program objectives.

Produces reports from existing databases, parses, formats, and analyzes reports and creates more extensive reports using Excel and Word.

Maintains established procedures and systems such as Access, Excel, Research and Development Information System (ROIS) for establishing and assessing the accuracy and validity of program financial and workload data.

Audits research activities under the purview of the R&DC {e.g. review of sub-committee performance), submits reports of findings and initiates corrective actions.

Plans and conducts special projects (e.g. accreditation surveys and ORO visits). Implements program objectives, policies, procedures and processes to administer, monitor and evaluate the effectiveness and productivity of the research program.

Serves as the Central IRB Local Site Liaison and Manages procurement and contracting for the R&D Program.

Manages contracting and procurement for small procurements that require varying approaches.

Initiates and prepares contract to secure adequate resources to facilitate operations to include determining appropriate costs, performing cost analysis, soliciting bids, writing sole source justifications and communicating both orally and in writing with contractors

Formulate and coordinate the research budget by performing the procedural and technical aspects of budget maintenance, purchasing and forecasting.

Provides advice to research management and program personnel on budgetary and finance issues.

Analyzes Federal budget calls, reviewing guidelines and instructions.

Manages budget formulation and execution for a budget of administrative and personnel expenses involving different funding sources.

Briefs researchers of schedules and data requirements.

Coordinates equipment needs, purchases and utilization of resources and maintains the Research Equipment Inventory.

Purchases supplies and services on time with funds allocated within the constraints of fiscal year obligation requirements.

Compiles and prepares the Annual Research Report of research expenditures for submission to VA Central Office.

Performs other directly related duties as assigned.

Work Schedule: Monday - Friday 8:00am - 4:30pm
Compressed/Flexible: Available
Telework: AD HOC ONLY
Virtual: This is not a virtual position.
Position Description/PD#: Administrative Officer/PD025980
Relocation/Recruitment Incentives: Not Authorized
Financial Disclosure Report: Not required

Travel Required

Not required

Supervisory status

Promotion Potential


Conditions of Employment

  • You must be a U.S. Citizen to apply for this job
  • Designated and/or random drug testing may be required
  • Selective Service Registration is required for males born after 12/31/1959
  • You may be required to serve a probationary period
  • Subject to background/security investigation
  • Selected applicants will be required to complete an online onboarding process


To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/16/2021.


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-09 position you must have served 52 weeks at the GS-07. 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-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: Experience with Research programs, manages research grant submission and justifications, manage unique investigator accounts, administrative cost center accounts, authorizations for obligation and expenditures of funds, research budget, budget maintenance, purchasing and forecasting, analyses for planning, controlling, and monitoring of personnel, analyzes and distributes findings to research, produces reports, parses, formats, and analyzes reports, experience using systems such as Access, Excel, Research and Development Information System (ROIS), audits research activities, pans and conducts special projects, Exercises tact and poise when communicating with internal and external stakeholders, determining appropriate costs, performing cost analysis, soliciting bids, writing sole source justifications and communicating both orally and in writing with contractors. Prepares and reviews purchase order for supplies and non-expendable property, Monitors balances, and status of projects.


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 an LL.B. or J.D. in a related field that demonstrates the knowledge, skills, and abilities necessary to do the work of this position. NOTE: TRANSCRIPT(S) MUST BE SUBMITTED IF EDUCATION IS BEING USED TO QUALIFY. CONFERRAL OF DEGREE(S) EARNED SHOULD BE PRESENT ON TRANSCRIPT(S). UNOFFICIAL TRANSCRIPT(S) OK. FAILURE TO DO SO WILL DISQUALIFY YOU FROM FURTHER CONSIDERATION.


Combination: Applicants may also combine education and experience to qualify at this level. You must have a combination of specialized experience and graduate level education beyond the first 18 semester hours or 27 quarter hours i.e., beyond the first year is creditable toward meeting the specialized experience requirement. Example: The position to be filled is a Administrative Officer, GS-341-9. An applicant has 6 months of specialized experience equivalent to GS-7 and 1 year of graduate level education. The applicant meets 50 percent of the required experience but none of the required education, since he or she does not have any graduate study beyond that which is required for GS-7. Therefore, the applicant meets only 50 percent of the total requirement and is not qualified for the position. (The applicant's first year of graduate study is not qualifying for GS-9.) NOTE: If using education combined with specialized experience to qualify. TRANSCRIPT(S) MUST BE SUBMITTED IF EDUCATION IS BEING USED TO QUALIFY. CONFERRAL OF DEGREE(S) EARNED SHOULD BE PRESENT ON TRANSCRIPT(S). UNOFFICIAL TRANSCRIPT(S) OK. FAILURE TO DO SO WILL DISQUALIFY YOU FROM FURTHER CONSIDERATION.

You will be rated on the following Competencies for this position:

  • Attention to Detail
  • Budget Administration
  • Computer Skills
  • Customer Service
  • Grants Management Laws, Regulations, and Guidelines
  • Research

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.

Physical Requirements: The work is primarily sedentary, although some slight physical effort may be required such as periodic walking, standing, bending, carrying of light items such as research files, instructional material, books and manuals. The work requires long periods of time working and keyboarding at a computer workstation.

For more information on these qualification standards, please visit the United States Office of Personnel Management's website at .


A transcript must be submitted with your application if you are basing all or part of your qualifications on education.

Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: . If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: .

Additional information

VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process.

Receiving Service Credit or Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed.

Special Employment Consideration: VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities [i.e., intellectual disabilities, severe physical disabilities, or psychiatric disabilities], and/or Disabled veterans with a compensable service-connected disability of 30% or more. Contact the Agency Contact for information on how to apply under this appointment authority via the Selective Placement Coordinator.

The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal/VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified : applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at .

Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion. The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement. Management may use any one or any combination of these methods to fill the position.

It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

This job opportunity announcement may be used to fill additional vacancies.

Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.

For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document.

If you are unable to apply online view the following link for information regarding an Alternate Application .

How You Will Be Evaluated

You will be evaluated for this job based on how well you meet the qualifications above.


Narrative responses are not required at this time. If you are referred for consideration, you may be asked to submit additional job related information, which may include, but not limited to; responses to the knowledge, skills and abilities; completion of a work sample, and/or contact for an interview.Your resume and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect your rating or consideration for employment.

Background checks and security clearance

Security clearance

Drug test required

Position sensitivity and risk
Non-sensitive (NS)/Low Risk

Trust determination process

Required Documents

To apply for this position, you must provide a complete Application Package which includes:
  • Resume
  • SF-50/ Notification of Personnel Action

The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please use this checklist to make sure you have included other documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), documentation to support Veterans Preference claims, or ICTAP/CTAP documentation (for displaced Federal employees). You will not be contacted for additional information.
  • Cover Letter
  • Resume
  • SF-50/ Notification of Personnel Action

SF-50, Notification of Personnel Action (if applicable for Time in Grade and/or Eligibility):
  • Most recent SF-50 if you are a current or former Federal employee
  • An SF-50 showing 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
  • Award 50's do not provide sufficient information and will not be accepted for the purpose of verifying time-in-grade.
  • Examples of appropriate SF-50's include:
    • Within grade increases at the highest grade held; or
    • Promotions with an effective date more than one year old; or
    • SF-50's at the highest grade held with an effective date more than one year old.
Veterans' Preference: When applying for Federal Jobs, eligible Veterans should claim preference for 5pt (TP), 10pt (CP/CPS/XP), or for Sole Survivor Preference (SSP) in the questionnaire. You must provide a legible copy of your DD214(s) which shows dates and character of service (honorable, general, etc.). If you are currently serving on active duty and expect to be released or discharged within 120 days you must submit documentation related to your active duty service which reflects the dates of service, character of service (honorable, general, etc.), and dates of impending separation. Additionally, disabled veterans and others eligible for 10-point preference (such as widows or mothers of eligible Veterans) must also submit an SF-15 "Application for 10 Point Veteran Preference" with required proof as stated on the form. Documentation is required to award preference. For more information on Veterans' Preference, please visit .

If you are relying on your education to meet qualification requirements:

Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education .

Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.

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