Administrative Specialist

Administrative Specialist

Duties include but not limited to the following:

Administration & Planning

• Serves as an administrative advisor to the Chief(s) of the assigned service(s). As such, the incumbent provides a key role in assisting the Service Chief(s) in the development and implementation of policies and procedures, both long and short-range planning, budget, guidelines, and proposals for efficient and effective utilization of resources and the operation of the division.
• Assists in developing strategic plans for the collection and analysis of data related to service operations and actively participates as a full member of the healthcare delivery team, involved in policy making, process execution, and works to provide administrative oversight to the assigned service(s).
• Analyzes proposals and provides the Service Chief(s) and/or Executive Assistant with an objective opinion before a final decision is made.
• Recommends courses of action and conducts executive review of correspondence which requires the concurrence, or signature of the Service Chief(s) or higher-level officials.
• Serves as a Service Level Patient Advocate for the assigned service, identifying barriers to providing exceptional customer service by using customer feedback in planning and providing products and services to enhance the overall customer service experience of all Veterans, staff and visitors.
• Maintains communication with all appropriate services, the Executive Assistant, the Chief(s), as well as the Medical Center Patient Advocate in collaborative efforts to resolve patient complaints and evaluate the quality of support provided by staff, investigating and problem solving any issues identified which impact customer satisfaction.
• Record and organize documents related to expenditures and provides accurate and timely data allowing for immediate visibility concerning availability of funds.
• Evaluates and plans sufficient space utilization based on constantly changing and ever-increasing program demands, inclusive of the assigned service(s)'s staff and patients, adhering to VA guidelines.

Personnel Management

• Responsible to plan for revised space assignments and request allocation of space through the medical center's space designee.
• Develops effective approaches to meeting service goals and objectives; provides leadership to the subordinate staff; keeps staff, higher level management and customers informed about significant matters; develops good working relationships with customers; and ensures that work products are acceptable and timely.
• Conducts an internal audit program to ensure the financial policies of the medical center are being followed and are effective.
• Responsible for the management of all administrative processes through appropriate utilization of staff within the assigned service(s).
• Works closely with Human Resources to coordinate performance appraisal programs, competencies, awards, ensuring all requirements and deadlines are met.

Contracting Officer Representative (COR)

• Performs a critical role in the procurement process and oversight of contracts to include, but not limited to, goods and services, equipment procurements for the assigned service(s).
• Track and monitor all contracts for the service(s). This tracking will include tracking data, including length of contracts, exercise of options, and availability of funding for future option periods.
• Act as the liaison between the Contracting Officer, and the Contractor. The incumbent will gather all required information necessary for solicitation and obligation of contracts.
• Work closely with all leadership within the assigned service(s) to compile and ensure quality completion of documentation for procurement packages submitted.
• Ensures that the work is timely, and the contracts adhere to the requirements of the Statement of Work. Incumbent is responsible for expediting the contracting process when needed.

Performs other duties as assigned.

Work Schedule: 8:00 am to 4:30 pm Monday to Friday

Telework: This position may be authorized for telework. Telework eligibility will be discussed during the interview process.

Virtual: This is not a virtual position.

Position Description/PD#: Administrative Specialist/ PD02103A

Relocation/Recruitment Incentives: Not Authorized