Administrative Specialist

Clarification from the agency

This is open to current, permanent employees of the Department of Veterans Affairs; CTAP eligible, current, permanent federal employees; ICTAP eligible; Schedule A eligible and other status eligible.

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.

Major Duties include:

Clinical Trainee Program Administration

• 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.

Personnel Support

• 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.

Automated Data Processing Application Coordinator

• Serves as an Automated Data Processing Application Coordinator (ADPAC) for Radiology Service.

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, 8:00 am to 4:30 pm
Virtual: This is not a virtual position.
Position Description/PD#: Administrative Specialist/PD02752O and PD02753O
Relocation/Recruitment Incentives: Not Authorized
Permanent Change of Station (PCS): Not Authorized
Financial Disclosure Report: Not required

Conditions of employment

• 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. 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 trial period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/12/2026.

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.

You may qualify based on your experience and/or education as described below:

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

OR,

• Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed one (1) full year of graduate level education that demonstrates the knowledge, skills, and abilities necessary to do the work of this position. NOTE: Transcripts must be submitted with application. Education cannot be credited without documentation.

OR,

• Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond a bachelor's degree may be used to qualify applicants for the GS-07 level. NOTE: If using education combined with specialized experience to qualify, a copy of your transcript is required.

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

OR,

• Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed two (2) years of progressively higher-level graduate education, or masters or equivalent graduate degree, or LL.B. or J.D., in a related field of the position to be filled. Education at the graduate level must have been obtained in an accredited college or university and must demonstrate the knowledge, skills, and abilities necessary to do the work of this position. NOTE: Transcripts must be submitted with application. Education cannot be credited without documentation.

OR,

• Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond the first year (18 semester hours) of graduate school may be used to qualify applicants for the GS-09 level.

You will be rated on the following Competencies for this position:

• Administration and Management
• Attention to Detail
• Customer Service
• Customer Service (Clerical/Technical)
• Decision Making
• Flexibility
• Integrity/Honesty
• Interpersonal Skills
• Learning
• Personnel and Human Resources
• Reading Comprehension
• Reasoning
• Self-Management
• Stress Tolerance
• Teamwork
• Technical Competence

Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience.

Note: A full year of work is considered to be 35-40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment.

Physical Requirements: Most of the work is sedentary, but some mobility is required such as walking, standing, bending, and carrying of light items, including paper, files, and books. No special physical qualifications are required to perform the duties.

For more information on these qualification standards, please visit the United States Office of Personnel Management's website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/.

How you will be evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE MAY NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Your application, resume, C.V., and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect consideration for employment.

NOTE: Candidate's education, scope, and length of nursing practice (experience) will be considered in determining the grade and salary of the applicant selected. The recommended salary may be at any point in the range listed for this vacancy.

Experience as an RN will be evaluated to determine if the experience is of an acceptable level of quality with regard to the following five dimensions of nursing: Practice, Veteran/Patient Driven Care, Leadership, Professional Development, and Evidence/Based Practice/Research. Each dimension of practice has criteria that demonstrate essential core competencies for VHA Nursing Personnel.

Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience.

The Department of Veterans Affairs performs pre-employment reference checks as an assessment method used in the hiring process to verify information provided by a candidate (e.g., on resume or during interview or hiring process); gain additional knowledge regarding a candidate's abilities; and assist a hiring manager with making a final selection for a position.

It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.

To apply for this position, you must provide a complete Application Package which includes:

[Required Docs Bullets]

Special Note for Applications: To complete your application, please use the following link https://vacareers.va.gov/wp-content/uploads/sites/5/Resume.docx to download the standard Clinical Resume Document. This one-page document does not need to be modified and must be uploaded into the two-page restricted 'Resume' document upload field.

Your full resume/CV may be uploaded without page limitation into the 'Other' document upload field.


The following documents are accepted and may be required if applicable to your eligibility and/or qualifications for this position.

[Accepted Docs Bullet]

Veterans' Preference Note: Preference eligible candidates and other Veterans will be given preference when qualification of candidates are approximately equal for Title 38 positions in VHA. When applying for Federal Jobs, eligible Veterans should claim preference for 5pt (TP), 10pt (CP/CPS/XP), or for Sole Survivor Preference (SSP) in the questionnaire. You must provide a legible copy of your DD214(s) which shows dates and character of service (honorable, general, etc.). If you are currently serving on active duty and expect to be released or discharged within 120 days you must submit documentation related to your active duty service which reflects the dates of service, character of service (honorable, general, etc.), and dates of impending separation. Additionally, disabled veterans and others eligible for 10-point preference (such as widows or mothers of eligible Veterans) must also submit an SF-15 "Application for 10 Point Veteran Preference" with required proof as stated on the form. Documentation is required to award preference. For more information on Veterans' Preference, please visit Feds Hire Vets - Veterans - Job Seekers - Veterans' Preference.

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