Administrative Officer

Salem, Virginia
Sep 13, 2021
Sep 21, 2021
Full Time


This position is located in the Department of Veterans Affairs (VA), Veterans Health Administration (VHA), Mid Atlantic Health Care Network (VISN 6), Salem VA Medical Center (VAMC), in Pharmacy Service. The Administrative Officer reports directly to the Chief of the Pharmacy Service. This position provides administrative analysis services to Pharmacy Service programs.
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Program Management Review Duties 35%
Maintains responsibility for the coordination of the Service's Quality Improvement Programs, which involves ensuring that the requirements of VA Central Office (VACO), Joint Commission (JC), Office of Inspector General (OIG), and the American Society of Health System Pharmacists (ASHP) Residency Program Accreditation are met. Provides input and recommendations about a wide variety of management decision making activities. Organizes the Focused Professional Practice Evaluation (FPPE) and Ongoing Professional Practice Evaluation (OPPE) programs for providers within the Pharmacy Service. Coordinates information and participates in annual management reviews, management briefings, and personnel management reviews for the Service.

Serves as Assistant Pharmacy ADPAC for the pharmacy department. Provides Administrative, technical and automated data processing (ADP) support to Pharmacy Service when ADPAC is not available.

Provides and coordinates training and guidance regarding the implementation and use of applicable computer systems, such as the Veterans Integrated Systems Technology Architecture (VISTA), the Computerized Patient Record System (CPRS), and other related/integrated computer applications. Maintains responsibility for developing and maintaining Pharmacy Service computerized information/data and for providing data outputs and interpretations to the appropriate staff members.

Fiscal Management Duties 25%
Prepares Pharmacy Service budget projections based upon: studies of past expenditures, knowledge of team requirements, an understanding of the changes which have occurred in the workload, and future goals. Works closely with section supervisors in assessing, forecasting , and determining their specific needs. Records and organizes documents related to expenditures to provide accurate and timely data concerning the availability of funds. Coordinates the management of the fund control points assigned to the Pharmacy Service, approving expenditures and reporting on the fiscal status of the Service. Provides training in fiscal management to the responsible officials and ensures the optimal utilization of funds and the maintenance of records.

Equipment Accountability& Space Utilization/Management Duties 15%
Maintains responsibility for the property assigned to the Pharmacy Service, ensuring that the necessary equipment is included in the preventive maintenance program. Prepares requests and justifications for additional space/equipment for management review which include/cover telephone line changes, additional equipment, additional furniture, and fixture requirements.

Personnel Management Duties 15%
Maintains responsibility for personnel administration within the Pharmacy Service, preparing requests for replacement/new personnel and submitting changes in program requirements to the Resource Management Committee. Acts as a reviewing authority in coordination with the Human Resources Management Service (HRMS) on personnel related matters (e.g. disciplinary actions, responses to appeals and grievances, etc.). Provides administrative supervision to clerical and technical support personnel. Attends hearings with the Regional Counsel, Special Counsel, EEO Investigators, the Office of Inspector General (OIG), and others in resolving personnel related problems and in taking personnel actions.

Other Miscellaneous Duties 10%
Attends meetings as the alternate/designee for the Chief and Associate Chiefs of the Pharmacy Service to ensure continuity, obtaining information and providing feedback. When appropriate, arranges for representation by interdisciplinary staff members at important administrative meetings, committees, and functions by determining the nature and scope of the event versus functional team needs. Attends staff meetings and section meetings and provides guidance and advice concerning administrative matters pertaining to the Pharmacy Service.

Work Schedule: FT, Monday-Friday, 7:45am-4:30pm
Telework: May be available on a Ad Hoc Basis
Virtual: This is not a virtual position.
Position Description/PD#: Administrative Officer/PD022130
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
  • All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment. Applicants who refuse to be tested will be denied employment with VA.
  • 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
  • Participation in the seasonal influenza and Coronavirus Disease 2019 (COVID-19) Vaccination programs are requirements for all Department of Veterans Affairs Health Care Personnel (HCP)


To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 09/20/2021.

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-11 position you must have served 52 weeks at the GS-09. 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-09 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Developing both long and short range policies and plans for the organization by coordinating the medical administration needs of the organization for which accountable, Initiating and preparing contract requests to secure adequate resources to facilitate Pharmacy Service Line operations to include determining estimated contract costs, conducting market research and performing cost analysis for independent government estimates, providing documentation to support sole source contract requests and agreements. Fiscal Management, Personnel Management, Patient and Public Relations, Knowledge of Department of Veterans Affairs policies, procedures and regulations, TJC standards, Accounting and Budgeting procedures, Bookkeeping, Reporting Tools and various software applications to include Microsoft Word, Excel, PowerPoint, etc. OR,
  • Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a Ph.D. or equivalent doctoral degree or three (3) full years of progressively higher level graduate education leading to such a degree or LL.M., if related, that provided the knowledge, skills, and abilities necessary to do the work of this position. OR,
  • Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond graduate level.

You will be rated on the following Competencies for this position:
  • Administration and Management
  • Financial Management
  • Personnel and Human Resources
  • Planning and Evaluating
  • Veteran and Customer Focus

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 of this position is primarily sedentary in nature. However, short periods of walking, standing , bending, and carrying of light items, such as papers and books, are required on an occasional basis. No special physical demands are required by the work of this position.

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

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 or need to fax a document you do not have in electronic form, 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
Not Required

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
  • Other (1)
  • 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 Feds Hire Vets - Veterans - Job Seekers - Veterans' Preference .

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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