Administrative Specialist

Full Job Description

The incumbent serves as an Administrative Specialist in the Chief of Staff's Office within the Wilmington Veterans Affairs Medical Center (WVAMC).

This position reports to the Executive Assistant to the Chief of Staff (COS), this position performs duties which are administrative in nature for one or more assigned services.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/09/2026.

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 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.

To qualify for this position at the GS-09 level, you must meet one of the following: Specialized Experience: You must have at least one (1) full year of specialized experience equivalent to at least the next lower grade level (GS-7) in the Federal Service, that is directly related to the work of the position and has equipped you with the particular knowledge, skills and abilities to successfully perform the duties as a Medical Administrative Specialist - HOD.

Qualifying specialized experience includes knowledge of a wide range of medical center administrative concepts, principles, and practices, provides technical guidance necessary to meet procedural, legal, and administrative requirements relating to the care and treatment of patients reviewing data and information for trends, problem areas, and makes recommendations to management to resolve issues; interpreting rules, regulations, policies, and procedures to make sound decisions; identify and analyze complex problems or situations with a range of variables ~OR~ Education: 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 be 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: Equivalent combination of successfully completed education and specialized experience directly related to the work of the position as outlined above that meets the requirements of the position.

Only education in excess of the first year (18 semester hours) may be used to qualify applicants for the GS-09 level.

NOTE: If using education combined with specialized experience to qualify, a copy of your transcript is required.

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

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/.

Preferred Experience: Procurement and contract experience, to include High-Cost, High-Tech procurements. Contract Officer Representative - Level 1 Certification. Major Duties:

This position serves as an administrative advisor to the Chief(s) of the assigned service(s).

As such, the Administrative Specialist 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.

The policies and procedures concern all aspects of the organization including budget and fiscal management, supply, service and equipment procurement, human resources and workforce utilization, contract negotiations, initiation and oversight, construction and renovation, and space utilization.

The Administrative Specialist performs and/or directs special studies and projects as directed by the Executive Assistant or the Chief, some highly confidential and complex in nature.

Duties include, but may not be limited to the following: Skilled in Performance Improvement, including mastery of requirements of the VA Central Office (VACO) and The Joint Commission (JC), as they relate to the assigned services.

Responds expeditiously to unannounced demands for surveys and statistical reports and ensures all reporting is completed timely and accurately.

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.

Resolves significant problems relating to such correspondence through negotiations with the originating or concurring offices.

When designated, the Administrative Specialist represents the Chief(s) at meetings, presents information, and takes positions which are consistent with the Service Chief(s) policies and thinking.

Acts as the focal point for all communication flow for the assigned service(s). Facilitates communication with individuals at all levels inside or outside the agency.

Ensuring that diverse functions are interfaced and duplicative efforts streamlined or eliminated. Executing operations plans which are based on effective controls and realistic projections.

Utilizing and communicating various measures of efficiency.

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.

Responsible for planning for revised space assignments and request allocation of space through the medical center's space designee.

Contributes to the overall management of the medical center by participating as team member on special task forces, conducting special studies, and providing leadership.

Work Schedule: 8am- 4:30pm, Monday -Friday Telework: Ad-hoc Virtual: This is not a virtual position.

Position Description/PD#: Administrative Specialist/PD02102A Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized