Administrative Specialist

Veterans Health Administration; Palo Alto (CA); On-site; USD 65,000 - 100,000; Full time

Job summary

The Veterans Health Administration, VA Palo Alto Health Care System, Radiology Service is seeking an Administrative Specialist to support clinical trainee programs and radiology operations. You will coordinate orientation, recruit and onboard personnel, and manage HR actions.

The role also involves serving as the TMS Administrator and ADPAC for Radiology Service, ensuring regulatory and program goals are met. This position follows a Monday–Friday schedule, 8:00 am to 4:30 pm, and is not virtual.

Responsibilities

• Provide administrative support for clinical trainee programs under Radiology Service at VAPAHCS.
• Coordinate orientation sessions for Radiology trainees and affiliated programs; update materials as needed.
• Assist Radiology Service leadership with human resources requirements, recruitment, and placement.
• Act as Service-level Talent Management System (TMS) Administrator and ADPAC for Radiology Service.
• Back-up timekeeper duties for processing time and attendance; ensure deadlines are met.

Job description

• Department: Department of Veterans Affairs
• Schedule: Monday - Friday, 8:00am - 4:30pm

This position is organizationally aligned under Radiology Service at the VA Palo Alto Health Care System (VAPAHCS) and reports directly to the Administrative Officer (AO), Radiology Service. The VAPAHCS Radiology Service provides diagnostic imaging services and performs interventional radiology procedures that are vital for patient care and clinical decision making.

Key Responsibilities

The primary purpose of this position is to provide administrative support for all clinical trainee programs under Radiology Service at VAPAHCS. The incumbent works with Radiology Service leadership and Residency/Training Program Directors to ensure trainees meet all program requirements and have the tools and resources they need to function effectively.

The incumbent is expected to provide administrative support for all Stanford affiliated training programs as well as independent schools of various health professions, including radiologic technologists, that partner with VAPAHCS for training. The incumbent also provides administrative support for Radiology Service to recruit, onboard, orient and retain personnel at VAPAHCS.

The incumbent works with the Radiology AO to complete human resources actions and serves as a Service-Level Talent Management System (TMS) Administrator and Automated Data Processing Application Coordinator (ADPAC). The incumbent is knowledgeable of overall VHA, VISN 21, and VAPAHCS goals, missions, and priorities to have a positive impact on health care system, service, and training program operations.

Major Duties include: Clinical Trainee Program Administration Serves as the primary administrator for all health professions trainee programs under Radiology Service at VAPAHCS, collaborating with the affiliate, Stanford University School of Medicine, as well as other independent schools of various health professions.

Works with Residency/Training Program Directors to update orientation materials and arrange orientation sessions for new and returning Radiology trainees, as needed. Performs analytical and evaluative work related to training program operations and collaborates with Radiology leadership to ensure goals and priorities for training programs are met.

Personnel Support Serves as a point of contact for Radiology Service personnel issues and assists Radiology Service leadership to complete human resource requirements related to recruitment and placement, personnel security, processing and records, and position management and classification.

Serves as the Service-level Talent Management System (TMS) Administrator and is responsible for tracking TMS training compliance of Radiology Service employees and affiliates (including fee basis, WOC, contractors, residents, and other trainees). Coordinates meetings as requested by the AO, Chief of Radiology Service, or designee.

Serves as a back-up timekeeper responsible for processing time and attendance for all staff employees and fee-basis staff; ensures time and attendance data is accurately entered within deadlines established by DFAS and VAPAHCS when the primary timekeeper is unable to do so. Automated Data Processing Application Coordinator Serves as an Automated Data Processing Application Coordinator (ADPAC) for Radiology Service.

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, 8:00 am to 4:30 pm Virtual: This is not a virtual position.

Position Description/PD#: Administrative Specialist/PD02752O and PD02753O Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required

Requirements & Education

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. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/.

If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.

Which agency is hiring for this position?

This position is with Veterans Health Administration, Department of Veterans Affairs.

What is the salary for this position?

The posted pay range is $63081 - $100315/yr.

What security clearance is required?

This position requires a Other security clearance.

What is the application deadline?

Applications close on 2026-10-12.

What is the work schedule?

This is a Monday - Friday, 8:00am - 4:30pm position.

Who is eligible to apply?

This position is open under the 'Fed Transition' hiring path.

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Source: USAJOBS.gov — U.S. Federal Government