Clinical Administrative Specialist

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. Major 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 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. Physical Requirements: The work is mostly sedentary; however, there is a certain amount of mobility (walking/standing) associated with this position to physically visit, for observation, problem solving or investigative purposes, the site locations of users. 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 will 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.