Administrative Specialist
US Department of Veterans Affairs
Administrative Specialist
Duties include but are not limited to:
- Provide administrative and analytical support to Surgical Service at VA Palo Alto Health Care System, including coordinating day-to-day office operations and acting as a primary administrative resource for surgical leadership.
- Develop, track, and maintain program data and reports, compiling workload statistics, performance measures, and other management information to support planning, budgeting, and decision-making for the service.
- Prepare, edit, and route a wide range of correspondence and documents, such as memoranda, briefing materials, policies, and meeting minutes, ensuring accuracy, proper formatting, and compliance with VA/VHA requirements.
- Manage scheduling and logistics for the service, including arranging meetings and conferences, maintaining shared calendars, coordinating travel, and ensuring required materials and resources are available for providers and leaders.
- Perform procurement and fiscal support functions, such as initiating and tracking purchase requests, reconciling orders, monitoring fund usage, and maintaining records to ensure compliance with VA purchasing and audit requirements.
- Support human resources-related actions for the service by assisting with recruitment packages, onboarding requests, position descriptions, timekeeping documentation, and other staffing or personnel paperwork. Coordinate the processing and onboarding of trainees, medical students, residents, and fellows rotating in Surgical Service.
- Serve as a customer service and liaison point of contact between VAPAHCS and affiliate universities to develop and maintain agreements, collaborate with Residency Program Coordinators to manage rotation schedules, and address any related issues. Respond to inquiries from staff, patients, and other services, routing issues to appropriate offices, and helping to resolve administrative or operational problems.
- Develop and maintain office systems and files, including electronic and hard-copy records, standard operating procedures, and tracking tools to ensure information is organized, current, and available for audits or management review.
Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level.
Work Schedule: Monday - Friday 8:00am - 4:30pm
This is not a virtual position.
Position Description/PD#: Administrative Specialist/ PD00523A and PD00522A
Relocation/Recruitment Incentives: Not Authorized
Critical Skills Incentive (CSI): Not Approved
Permanent Change of Station (PCS): Not Authorized
US Department of Veterans AffairsVacancy posted 5 days ago
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