Administrative Officer

This position is assigned to the Education Service at the Texas Valley Coastal Bend Health Care System, and is integral to the effective oversight and management of the Service and its programs. The incumbent enforces VA policies & regulations. The Administrative Officer (AO) is the subject matter expert for all tasks under the purview of the position. This Administrative Officer is the principal manager of the Service reporting directly to the Associate Chief of Staff for Education & Research. Major duties: Major Duties: Administrative and Budget Guidance The incumbent manages and coordinates all administrative aspects of the Education service and will represent the ACOSE/R when designated to do so. Liaison and responsible to senior leadership on administrative matters concerning Education & Research Service and its staff. The primary function of this position is two-fold: remain abreast of medical center matters and situations so the Service can respond or act accordingly, and ensure senior leadership is apprised of Service issues that may/will affect the medical center. The incumbent has oversight and management authority for Service-level fund control points for medical, administrative, and facilities employee training budgets; employee salaries and overtime costs (as appropriate); house staff disbursement agreements allocations and Associated Health Trainees stipend allocations. Responsible for the formulation and execution of the annual Service-level Business Plan for salaries, funding for employee training for Continuing Education, supplies, and equipment. Tracks allocations, obligations, and expenditures, and initiates quarterly or other interim adjustments, applying an in-depth knowledge and understanding of budget formulation, execution, and accountability in accordance with prescribed policies, procedures, and regulations. Direction and Planning Provides programmatic and administrative direction for the Service. Responsible for the development, accuracy, and implementation of Service policies and procedures. Defines major issue goals, envisions multiple or alternate strategies, recommends short- and long-term actions plans, and facilitates and executes the best proposed or alternate resolution. Acts as a subject matter expert (SME) interpreting VA regulations, policies, and other references for Service personnel and/or expected action. Develops, evaluates, and modifies process structure and internal systems to effectively and efficiently achieve programmatic goals. Analyses, interprets, and manages workload and other data in resource planning of authorized Full-Time Equivalents (FTE), overtime usage, and fund control points ensuring resources are within established ceiling allocations. Prepares all reports, as requested by VACO, VHA, the Office of Academic Affiliations (OAA), VISN, Facility leadership, and the incumbent's supervisor, as well as those for non-VA external stakeholders, such as academic Affiliates, or other institutions. Serves as the Service's primary Contracting Officer Representative (COR); prepares Service-level contracts and supports documentation, i.e., Statement of Work, Independent Government Cost Estimate (IGCE), Market Research Worksheet, Sole Source justification, and other salient requirements. Employs sound management principles and administrative experience to guarantee efficient task management and operational success for Education Service programs and staff aligned under the ACOSE/R. Supervises non-clinical administrative program support staff. Program Administration Coordinates and analyzes budget submissions, cost distribution reporting, staff mapping, fund control point usage, personnel management, training programs, and space concerns to present a "whole picture" to the ACOS E/R, Chief of Staff, and senior leadership, i.e., Chief Fiscal Officer, Chief of Logistics, and the Chief Information Officer. The incumbent is a key official in executing fiscal management, and as such, serves as the Service liaison with Managerial Cost Accounting and Analysis staff regarding accurate personnel mapping and accounting of assigned human capital; Fiscal Service accountants and payroll specialists; Human Resources Service classification and recruitment staff, and labor relations personnel; Logistics Service purchasing agents and contracting representatives; and hardware, software, and applications specialists in the Office of Information & Technology. Assists the ACOS E/R and training program directors with VA orientations for House staff. Responsible for working with program coordinators for space, preparation of documentation and presentations. Manages the TVCBHCS Employee Continuing Education Program. Work Schedule: Monday through Friday, 8:00am - 4:30pm Telework: This position may be authorized for Ad-hoc telework. Telework eligibility will be discussed during the interview process. This is an onsite position. Ad-hoc Telework may be offered when deemed necessary by the department. (Employees who telework on an occasional, episodic, or short-term basis, must complete required telework training and a telework agreement.) Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD00402O Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Requirements: You must be a U.S. Citizen to apply for this job To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job. Selective Service Registration is required for males born after 12/31/1959 Physical Requirements: The work required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment. A pre-placement physical examination is not required. Subject to background/security investigation Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued identification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment. Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider: your performance and conduct; the needs and interests of the agency; whether your continued employment would advance organizational goals of the agency or the Government; and whether your continued employment would advance the efficiency of the Federal service. Upon completion of your probationary period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.