Administrative Specialist

Veterans Health Administration • Palo Alto, CA

8d • Onsite

About The Position

This position is organizationally aligned under Radiology Service at the VA Palo Alto Health Care System (VAPAHCS) and reports directly to the Administrative Officer (AO), Radiology Service. The VAPAHCS Radiology Service provides diagnostic imaging services and performs interventional radiology procedures that are vital for patient care and clinical decision making. The primary purpose of this position is to provide administrative support for all clinical trainee programs under Radiology Service at VAPAHCS. The incumbent works with Radiology Service leadership and Residency/Training Program Directors to ensure trainees meet all program requirements and have the tools and resources they need to function effectively. The incumbent is expected to provide administrative support for all Stanford affiliated training programs as well as independent schools of various health professions, including radiologic technologists, that partner with VAPAHCS for training. The incumbent also provides administrative support for Radiology Service to recruit, onboard, orient and retain personnel at VAPAHCS. The incumbent works with the Radiology AO to complete human resources actions and serves as a Service-Level Talent Management System (TMS) Administrator and Automated Data Processing Application Coordinator (ADPAC). The incumbent is knowledgeable of overall VHA, VISN 21, and VAPAHCS goals, missions, and priorities to have a positive impact on health care system, service, and training program operations.

Requirements

• U.S. Citizenship; non-citizens may only be appointed when it is not possible to recruit qualified citizens in accordance with VA Policy.
• 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.
• 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.
• Must pass pre-employment physical examination.
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP).
• You may be required to serve a probationary period.
• Complete all application requirements detailed in the "Required Documents" section of this announcement.
• As a condition of employment for accepting this position, you will be required to serve a 1 or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest.
• 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-07 position you must have served 52 weeks at the GS-05.
• 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.
• GS-7 Minimum Requirements: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-05 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Tracking suspenses Scheduling meetings using an automated/electronic calendar Transcribing meeting minutes for dissemination throughout an organization Entering Time and Attendance into an automated database Creating draft presentations and reports for leadership and an administrative team Receiving mail and office correspondence for dissemination Maintaining office supplies and submitting work orders or purchase requests for supplies, keys, and other materials upon request
• GS-9 Minimum Requirements: 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: Performing administrative duties and working collaboratively with site leadership Manage databases to track information and analyze trends Develop and implement local policies, and interpret administrative policies Composing and screening correspondence and memorandums for accuracy and completeness Implementing process improvement projects Organizing meetings and conferences and establishing and implementing office practices and procedures to be used by administrative staff Ensuring that the clinic is fully operational and meets VA regulations and Joint Commission standards

Nice To Haves

• 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: http://ope.ed.gov/accreditation/
• 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: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html
• 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.
• Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience.
• 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 http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/
• This job opportunity announcement may be used to fill additional vacancies.
• If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement.
• Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution.

Responsibilities

• Serves as the primary administrator for all health professions trainee programs under Radiology Service at VAPAHCS, collaborating with the affiliate, Stanford University School of Medicine, as well as other independent schools of various health professions.
• Works with Residency/Training Program Directors to update orientation materials and arrange orientation sessions for new and returning Radiology trainees, as needed.
• Performs analytical and evaluative work related to training program operations and collaborates with Radiology leadership to ensure goals and priorities for training programs are met.
• Serves as a point of contact for Radiology Service personnel issues and assists Radiology Service leadership to complete human resource requirements related to recruitment and placement, personnel security, processing and records, and position management and classification.
• Serves as the Service-level Talent Management System (TMS) Administrator and is responsible for tracking TMS training compliance of Radiology Service employees and affiliates (including fee basis, WOC, contractors, residents, and other trainees).
• Coordinates meetings as requested by the AO, Chief of Radiology Service, or designee.
• Serves as a back-up timekeeper responsible for processing time and attendance for all staff employees and fee-basis staff; ensures time and attendance data is accurately entered within deadlines established by DFAS and VAPAHCS when the primary timekeeper is unable to do so.
• Serves as an Automated Data Processing Application Coordinator (ADPAC) for Radiology Service.

Benefits

• A career with the U.S. government provides employees with a comprehensive benefits package.
• As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding.
• Review our benefits Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent.
• Contact the hiring agency for more information on the specific benefits offered.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed