Job Listing
Administrative Specialist
Veterans Health Administration · Posted 2 days ago
On-sitePalo Alto, CA$63K – $100KApply by Jun 1, 2026Miscellaneous Administration And ProgramENTJESFJESTJISTJOperationsHealthcare
Apply for this job →About the Role
Administrative Specialist provide comprehensive administrative support to Surgical Service, performing a wide range of functions that include analysis, coordination, and technical assistance for both clinical and business operations. This role is essential to the effective and efficient delivery of services and requires the ability to work independently, manage sensitive information, and interact professionally with staff, patients, and external stakeholders.
What You'll Do
- →Major Duties: Provide administrative and analytical support to Surgical Service at VA Palo Alto Health Care System, including coordinating day-to-day office operations and acting as a primary administrative resource for surgical leadership.
- →Develop, track, and maintain program data and reports, compiling workload statistics, performance measures, and other management information to support planning, budgeting, and decision-making for the service.
- →Prepare, edit, and route a wide range of correspondence and documents, such as memoranda, briefing materials, policies, and meeting minutes, ensuring accuracy, proper formatting, and compliance with VA/VHA requirements.
- →Manage scheduling and logistics for the service, including arranging meetings and conferences, maintaining shared calendars, coordinating travel, and ensuring required materials and resources are available for providers and leaders.
- →Perform procurement and fiscal support functions, such as initiating and tracking purchase requests, reconciling orders, monitoring fund usage, and maintaining records to ensure compliance with VA purchasing and audit requirements.
- →Support human resources-related actions for the service by assisting with recruitment packages, onboarding requests, position descriptions, timekeeping documentation, and other staffing or personnel paperwork.
- →Coordinate the processing and onboarding of trainees, medical students, residents, and fellows rotating in Surgical Service.
- →Serve as a customer service and liaison point of contact between VAPAHCS and affiliate universities to develop and maintain agreements, collaborate with Residency Program Coordinators to manage rotation schedules, and address any related issues.
- →Respond to inquiries from staff, patients, and other services, routing issues to appropriate offices, and helping to resolve administrative or operational problems.
- →Develop and maintain office systems and files, including electronic and hard-copy records, standard operating procedures, and tracking tools to ensure information is organized, current, and available for audits or management review.
- →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 8:00am - 4:30pm Virtual: This is not a virtual position.
- →Position Description/PD#: Administrative Specialist/PD00522A, 00523A Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized
Requirements
- ✓You must be a U.S.
- ✓Citizen to apply for this job To be considered for this position, you must complete all required steps in the process.
- ✓In addition to the application and questionnaire, this position requires an online assessment.
- ✓The online assessment measures critical general competencies required to perform the job.
- ✓Selective Service Registration is required for males born after 12/31/1959 Physical Requirements: The work required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment.
- ✓A pre-placement physical examination is not required.
- ✓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.
- ✓Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) As a condition of employment for accepting this position, you may be required to serve a 1-year probationary period 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 probationary period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.
- ✓A transcript must be submitted with your application if you are basing all or part of your qualifications on education.
- ✓Note: Only education or degrees recognized by the U.S.
Personality Fit
Job ID: 226474e9-f5b5-447c-a437-bbf87ec6066f
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