Clinical Administrative Specialist

Summary

The Clinical Administrative Specialist for Surgical Service at the VA St. Louis Health Care System (VASTLHCS) provides administrative support essential to the effective operation of Surgical Service across two campuses and associated Community Based Outpatient Clinics (CBOCs). Duties include resource and equipment management, procurement and contract coordination, analytics, workflow and process improvement, and support of Electronic Health Record Modernization (EHRM) activities.

Duties

The Clinical Administrative Specialist serves as the principal administrative specialist for Surgical Service, supporting operations across the John Cochran and Jefferson Barracks campuses and associated Community Based Outpatient Clinics (CBOCs). Major duties include, but are not limited to: Serves as the primary resource and asset manager for Surgical Service, providing oversight of surgical and perioperative equipment, supplies, and operational resources. Manages Equipment Inventory Lists (EIL), conducting lifecycle planning, replacement scheduling, asset verification, maintenance coordination, and risk mitigation for high-value clinical assets. Prepares Clinical Product Review Committee (CPRC) and Strategic Equipment Planning Guide/Enterprise Equipment Request (SEPG/EER) submissions, capital justifications, technical specifications, and cost analyses. Coordinates standard operating procedure (SOP) development, training, and clinical in-service for High-Cost High-Tech (HCHT) equipment with vendors and Biomedical Engineering prior to deployment. Serves as the Contracting Officer's Representative (COR) for Surgical Service, establishing and managing equipment procurement, service contracts, consignment contracts, and clinical staffing contracts. Conducts market research to identify products, vendors, and sources supporting procurement actions. Certifies invoices and coordinates corrective actions with contracting officials. Manages the onboarding lifecycle for contracted staff, tracking background clearances, Personal Identity Verification (PIV) credentialing, privileging actions, and system access provisioning. Performs process improvement, workflow optimization, documentation compliance monitoring, and systems transition activities. Reviews operational workflows related to clinics, consults, perioperative support, scheduling, and documentation timeliness, and identifies inefficiencies and bottlenecks. Collects, compiles, and analyzes operational data and develops dashboards, reports, and management tools for leadership. Conducts root-cause reviews and maps current and proposed workflows. Monitors service-level compliance with clinical documentation and administrative requirements, issues deficiency notifications, tracks resolution, and produces compliance summary reports. Designs and maintains SharePoint sites, document libraries, automated workflows, tracking tools, and reporting dashboards, and trains staff on their use. Serves as the primary administrative point of coordination for Surgical Service Electronic Health Record Modernization (EHRM) readiness, supporting workflow mapping, gap identification, data validation, training, milestone tracking, and post-go-live stabilization. Provides administrative coordination and program support for clinical operations, personnel actions, correspondence, records management, and systems support. Manages clinic grids, appointment types, and provider templates; monitors utilization, consult timeliness, and encounter completion; and leads implementation of corrective actions. Work Schedule: to be negotiated Virtual: This is not a virtual position. Position Description/PD#: Clinical Administrative Specialist/PD105440 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Authorized Permanent Change of Station (PCS): Not Authorizes

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/04/2026. 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-11 position you must have served 52 weeks at the GS-9. 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. Preferred Experience: Experience serving as a Contracting Officer's Representative (COR) administering service, consignment, and clinical staffing contracts. Experience preparing acquisition documents such as PWS, SOW, IGCE, QASP, and J&A in accordance with the FAR and VA acquisition policy. Experience managing equipment inventory, lifecycle planning, and procurement in a clinical or healthcare setting. Experience with SharePoint and Power Automate to build and maintain administrative workflow and tracking tools. Experience serving as an Automated Data Processing Application Coordinator (ADPAC) for a large clinical service or supporting VA information systems access management. Quality Ranking Factors are knowledge, skills, and abilities that could enhance performance in the position but are not required for qualification. Applicants who possess these will be ranked higher; however, failure to meet these factors will not eliminate an applicant from consideration. COR Level II certification with experience working HCHT (High-Cost High-Tech) contracts. COR Level I certification with two or more years of experience managing HCHT equipment and clinical service contracts. COR Level I certification with one or more years of experience managing HCHT equipment procurement. You may qualify based on your experience and/or educationas described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-11 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Experience in contracting as it relates to clinical staffing contracts and preparing acquisition document. Experience managing equipment inventory and procurement in a clinical or healthcare setting. Proficient with SharePoint and other document management platforms to build and maintain admin workflow. Experience as an ADPAC (Automated data processing application coordinator). OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a Ph.D. or equivalent doctoral degree, or 3 full years of progressively higher level graduate education leading to such a degree, or LL.M., if related. One year of full-time graduate education is considered to be the number of credit hours that the school attended has determined to represent 1 year of full-time study. If that information cannot be obtained from the school, 18 semester hours should be considered as satisfying the 1 year of full-time study requirement. Education at the graduate level must be from an accredited college or university. Such education must demonstrate the knowledge, skills, and abilities necessary to do the work. OR, Combination: Applicants may also combine education and specialized experience to qualify at this level. You must have an combination of specialized experience and education as follows: Ph.D. or equivalent doctoral degree,