Administrative Assistant

We are seeking a highly organized and detail-oriented Administrative Assistant to support the Engineering Service, including Projects & Construction Management and Planning, Major Projects, and Activations. This role provides critical administrative, financial, procurement, and program support to ensure efficient operations across healthcare facility projects.

Working under the direction of section leadership, the Administrative Assistant plays a key role in maintaining documentation, supporting procurement activities, coordinating stakeholders, and ensuring compliance with federal and VA standards.

Key Responsibilities

• Provide comprehensive administrative support across projects, construction, planning, and activation programs.
• Maintain and manage budget tracking tools, including spreadsheets and financial documentation for multi-year contracts.
• Review and track pay applications and support financial oversight activities.
• Gather and compile data for monthly Key Performance Indicators (KPIs) and program reporting.
• Track Interior Design Service Requests (IDSR) requiring purchasing coordination.
• Communicate with vendors to request quotes, coordinate with designers for review, and support procurement submission processes.
• Develop and assemble procurement packages, including solicitations and LEAF 2237 requests, ensuring all documentation is complete, accurate, and compliant.
• Maintain and organize records management systems, including both digital and physical files related to procurement and contracting.
• Track and document receipt of goods, including furniture and equipment, ensuring proper receiving reports and documentation retention.
• Ensure compliance with VA records retention requirements (minimum six years and three months).
• Coordinate with vendors, move coordinators, and project teams to support delivery and installation activities. 
• Support development and maintenance of Project Management Plans and Team Charters. 
• Provide document control and administrative coordination for project workflows and program activities.
• Attend meetings, coordinate schedules, and prepare meeting minutes and summaries as needed.
• Communicate and coordinate with stakeholders including Contracting, Logistics, EMS, OI&T, Material Management, Engineering, end users, and external vendors.
• Safeguard sensitive and confidential information in compliance with VA policies, federal regulations, and the Privacy Act. 
• Perform additional administrative and program support duties as assigned.

Requirements

• Minimum 2-3 years of administrative experience in a professional environment
• Proficiency in:
  • Microsoft Word
  • Microsoft Excel
  • Microsoft Outlook
  • Adobe Acrobat DC
• Strong organizational and document management skills
• Experience supporting procurement, budgeting, or project coordination activities
• Ability to manage multiple tasks, track detailed information, and meet deadlines
• Strong written and verbal communication skills
• Ability to coordinate effectively with internal teams, contractors, and external vendors
• Demonstrated ability to handle sensitive and confidential information in compliance with federal and VA regulations

Preferred Qualifications

• Bachelor’s degree or higher
• Experience in project management, construction, or interior design environments.  
• Familiarity with federal procurement processes and documentation. 
• Experience with Microsoft Teams. 
• Knowledge of healthcare facility operations or VA systems and procedures.