Administrative Specialist

Veterans Health Administration•Philadelphia, PA

9d•Hybrid

About The Position

The Administrative Specialist is organizationally located in the Surgical Services Section of the CMC VAMC and reports to the Supervisory Program Analyst or designee. The position provides administrative, logistics, and procurement support to Surgical Services, including the Operating Room, Outpatient Clinics, CBOCs, and Surgical Business Office. The incumbent manages procurement and associated contracts for the service line, coordinating with supervisors and program managers to collect information and prepare procurement and contract documents. The role tracks budgets and contract documents, supports timely invoice certification, prepares procurement packages, monitors risks, and controls contractual, financial, and technical aspects throughout the procurement process. The position also works with the Contracting Officer on protests, claims, and contractor performance issues, and provides written guidance on solicitation evaluation standards and technical evaluation committees. The work schedule is Monday through Friday, 7:30 a.m. to 4:00 p.m. Telework may be authorized, with eligibility discussed during the interview; this is not a virtual position. The work is primarily sedentary in an office environment, with occasional physical activity related to inventories and retrieving items. The role is a GS-09 position. Applicants may qualify through specialized experience, specified graduate education, or a combination of education and experience.

Requirements

Must be a U.S. citizen.
Current federal employees and certain former federal employees must meet the GS-09 time-in-grade requirement: 52 weeks at GS-07, with supporting SF-50 documentation.
Qualify through one year of specialized experience equivalent to at least GS-07, or through qualifying graduate education, or a combination of qualifying education and experience.
Applicants using education to qualify must submit transcripts; qualifying education must be from an institution recognized by the U.S. Department of Education.
Must complete the required application steps and online assessment.
Male applicants born after December 31, 1959, must be registered with Selective Service.
Must undergo a background/security investigation and complete online onboarding and pre-employment identification requirements.
Participation in the seasonal influenza vaccination program is required for VA Health Care Personnel.
Must serve a one-year probationary period or two-year trial period, as applicable.
The work involves some standing, walking, bending, and lifting up to 40 pounds; stretching, reaching, and pushing or pulling carts may occur during inventories or when retrieving items.
Must follow Medical Center safety policies.

Responsibilities

Manage procurement and associated contracts for the service line.
Coordinate with service line supervisors and program managers to gather information needed to prepare procurement and contract documents.
Track budget and contract documents.
Ensure timely certification of IPPS invoices.
Maintain or assist in maintaining service and equipment contract procurements above the current micro-purchase threshold, as stipulated in Federal Acquisition Regulations.
Analyze existing contract vehicles.
Coordinate with the Business Manager to implement policies, procedures, and controls for an effective procurement process.
Prepare or assist in preparing procurement packages, including required paperwork, and submit complete packages.
Monitor risk-management strategies to address concerns or potential gaps and lapses.
Control contractual, financial, and technical aspects of procurement and contracts throughout all phases of the process.
Work with the Contracting Officer to resolve protests, claims, and contractor performance issues.
Provide written guidance on evaluation standards for solicitations and technical evaluation committees.
Perform other related duties as assigned.