Administrative Specialist (Implant Coordinator)

Full Job Description

The Miami VA Healthcare System's Surgical Care is seeking an experienced Administrative Specialist Implant Coordinator.

The position will have the responsibility for analyzing, managing, coordinating, controlling, acquiring, monitoring, and accounting for a variety of biological and non-biological implants.

The Implant Coordinator is a vital position mandated nationally by national regulatory agencies to comply with the FDA requirements for management of biological and non-biological Implants.

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/.

Major Duties:

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