Clarification from the agency

All qualified candidates encouraged to apply. Open to U.S. Citizens but non-citizens may be appointed when it is not possible to recruit qualified citizens.

The position is located within the Surgical Care Service at the Miami VAHS and reports to the Associate Chief of Surgery. This role demands a thorough understanding of operative cases and clinical services involving implants, ensuring adherence to policies and guidelines for the administration and management of the implant procurement process.

The duties and responsibilities are but not limited to the following:

• Analyzing, Managing, and Coordinating Implants: Overseeing the acquisition, monitoring, and accounting for a variety of biological and non-biological implants and surgical devices or supplies to ensure patient safety.
• Managing the logistics of borrowing implants from off-site facilities or vendors when in-stock items are unavailable. This includes coordinating the pick-up, delivery, and return of items.
• Compliance and Regulation: Ensuring compliance with FDA requirements, The Joint Commission (TJC) Standards, SOPs, and NMs for the procurement, receipt, storage, and issuance of implants.
• Point of Contact and Subject Matter Expert: Serving as the subject matter expert and primary contact for the exchange of information related to surgical implants acquisition, providing expert contract pre-award and post-award guidance to reduce the risk of unauthorized commitments.
• Acting independently in emergency situations to obtain required implantable devices by coordinating with physicians, residents, operating room staff, Prosthetics, and SPS staff.
• Contract and Procurement Advisory: Acting as the Surgery Department's liaison and advisor on contract-related services, focusing on the procurement and pre-authorization of all implants used in the Operating Room and other procedural areas.
• Submitting detailed electronic consultations for surgical implants that include necessary information: date of implant, requesting service, type of implant, procurement method (consignment/purchase/bill only), vendor details (name, address, phone), model/lot/serial/catalog number, HCPCS code, ICD code, quantity, and any additional remarks or comments. The consultation must be entered on the day of surgery.
• Quality Control and Education: Monitoring quality control systems and providing collaboration and education for healthcare professionals related to implant management and procedures.
• Collaboration with Teams: Working closely with the Surgical Care management team, OR Manager, Supply Chain Management (SCM), Prosthetics, Sterile Processing Service, and other Program Managers and Department Chiefs throughout the facility.

Preferred Experience: Experience with surgical implants inventory.


Work Schedule: Monday through Friday 08:30am to 05:00pm
Virtual: This is not a virtual position.
Position Description/PD#: Administrative Specialist (Implant Coordinator)/PD083970
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.
• Selective Service Registration is required for males born after 12/31/1959.
• Must be proficient in written and spoken English.
• 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 dentification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment.
• Must pass pre-employment evaluation.
• 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 trial period.
• Complete all application requirements detailed in the "Required Documents" section of this announcement.

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/25/2026.

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. 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:

• 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: ability to coordinate work and activities with relation to the functions of other services; and adherence to policies and directives Prepares daily reports such as gains and losses report, activity logs and other related statistical reports. Extensive knowledge involving enrollment and eligibility determination process. Knowledge of VA rules and regulations relating to hospital admission; outpatient care, nursing home, dental treatment, patient transfer, beneficiary travel and non-VA Care.

OR,

• Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must possess one full year of graduate level Education or Superior Academic Achievement (S.A.A.).

OR,

• Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education.

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

• Administration and Management
• Database Administration
• Manages and Organizes Information

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: This position requires periods of continued sitting, standing, and walking throughout the medical center (indoor and outside) with the occasionally requirement to lift objects such as patient belongings, administrative records, medical equipment prescribed to patients.

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.

Your application, resume, C.V., and/or other supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect consideration for employment.

NOTE: A formal pay-setting process will be used to determine your salary. The salary may be at any point in the range listed for this vacancy.

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.

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.

To apply for this position, you must submit a C.V. and/or resume. Other documents may be requested later in the process if needed.

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.

Your resume must include all of the following information:

• Job Title (include series and grade if Federal Job)
• Duties (be specific in describing your duties)
• Employer's name and address
• Start and end dates including month, and year (e.g. June 2007 to April 2008)
• Start and end dates for each grade/pay level if you've held a federal position.
• Full-time or part-time status (include hours worked per week)

Professional License Reminder - You must submit a copy of a current active certification. Expired certifications will not be considered.

The following additional supporting documents may be submitted, if applicable:

• SF-50: All VA/Federal employees should submit a copy of your most recent SF-50 (that is not an award SF-50) that shows you're a current, permanent VA/Federal employee. SF-50 must be from 2026. You may get your SF-50 directly from your eOPF. VA employees may go to:https://eopf.opm.gov/va/. Other Federal employees must contact your current HR Office for assistance assessing your eOPF/personnel folder.
• To be considered for Veterans preference submit: Copy of your DD-214 that shows your type of discharge (Member 4 copy).
• Disabled Veterans & those claiming 10-Point Preference must submit: SF-15 (Application for 10-Point Veterans Preference) along with the supporting documents required by that form (such as VA disability rating). Please read page 2 of the form for acceptable supporting documents. (Available at: http://www.opm.gov/Forms/pdf_fill/SF15.pdf)
• Those claiming 0-Point (Sole Survivorship) Preference must also submit: Proof of your eligibility

Next steps