AI Summary
Manage full-spectrum contractor administration for a large IT enterprise contract with the VA, including onboarding, PIV card sponsorship, system access provisioning, compliance tracking, and offboarding. Serve as primary liaison between the contract team and the Contracting Officer's Representative (COR) to ensure daily approvals, issue resolution, and documentation integrity. Requires federal onboarding expertise, proficiency with AirTable and Microsoft Office, and ability to handle sensitive PII with discretion.
Key Highlights
Manage contractor onboarding, vetting, and compliance for a VA IT contract
Administer PIV card sponsorship, system access provisioning, and offboarding
Serve as primary COR liaison for approvals, issue resolution, and documentation
Track training, compliance, and maintain SharePoint repository with PII
Compile monthly deliverables and communicate with contractor workforce
Key Responsibilities
Review and validate incoming contractor resumes against labor category requirements
Coordinate with approving officials throughout vetting and clearance process
Draft and distribute welcome correspondence to newly approved contractors
Perform quality assurance reviews on contractor documentation
Establish and maintain contractor profiles in APDS
Administer PIV card enrollment sponsorship for new contractors
Monitor contractor onboarding progress against defined milestones
Ensure contractors obtain PIV card, GFE laptop, and security clearance documentation
Track, assign, and monitor annual training requirements for active contractors
Assign and manage OCI training and NDA requirements
Maintain comprehensive compliance status and escalate non-compliance risks
Serve as primary COR point of contact for daily approvals and issue resolution
Execute complete offboarding procedures including deprovisioning system access and equipment collection
Maintain VA SharePoint site as official documentation repository
Manage access authorization for contract SharePoint site
Organize and update SharePoint content for audit readiness
Collect and consolidate PowerPoint presentations for Monthly Work Plan
Present consolidated Monthly Work Plan slides to VA representatives
Draft and distribute communications to contractor workforce regarding timesheets and announcements
Technical Skills Required
Benefits & Perks
Remote work
Salary range USD $80,000 - $90,000 per year
Job Description
Overview
GovCIO is currently hiring for a VA Onboarding Specialist to support a large IT enterprise contract. This position will be remote.
In this role, you will manage the full spectrum of contractor administration: screening incoming personnel against labor category requirements, coordinating with VA approving officials, administering PIV card sponsorship, provisioning system access, tracking training and compliance obligations, and executing offboarding procedures. You will serve as the primary liaison between the contract team and the Contracting Officer’s Representative(COR), ensuring daily approvals, issue resolution, and documentation integrity are maintained at all times.
This is not a passive administrative role. It requires someone who can proactively monitor multiple contractor timelines simultaneously, navigate federal onboarding protocals, handle sensitive personally identifiable information (PII) with discretion, and communicate clearly with stakeholders ranging from new hires to senior VA
representatives. The ideal candidate brings a blend of systems proficiency, compliance awareness, and people first communication skills.
Responsibilities
Contractor Onboarding & Vetting
- Review and validate incoming contractor resumes against applicable labor category requirements, ensuring alignment with contract specifications prior to submission for approval.
- Coordinate with designated approving officials throughout the vetting and clearance process, tracking status and resolving bottlenecks to keep onboarding timelines on track.
- Draft and distribute professional welcome correspondence to newly approved contractors, initiating their VA onboarding experience and setting clear expectations for next steps.
- Perform quality assurance reviews on all documentation submitted by incoming contractors, verifying completeness, accuracy, and compliance before processing.
- Establish and maintain contractor profiles in the Account Provisioning/Deprovisioning System (APDS), ensuring data accuracy from the point of entry.
- Administer PIV card enrollment sponsorship for new contractors entering the VA environment, coordinating with VA physical security and identity management stakeholders as needed.
- Monitor each contractor’s onboarding progress against defined milestones, proactively identifying and resolving issues that could delay a contractor’s ability to begin work.
- Ensure every contractor successfully obtains all required items prior to or at time of start, including: Personal Identity Verification (PIV) card, Government-Furnished Equipment (GFE) laptop, and Initiated or completed security clearance documentation
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- Track, assign, and monitor annual training requirements for all active contractors on the contract, maintaining accurate completion records and following up on outstanding items.
- Assign and manage Organizational Conflict of Interest (OCI) training and Non-Disclosure Agreement (NDA) requirements for personnel subject to additional information security firewall or PII protections.
- Maintain a comprehensive and current view of each contractor’s compliance status, escalating non compliance risks to the COR as appropriate.
- Serve as the primary point of contact with the Contracting Officer’s Representative (COR) for daily approvals, personnel actions, and issue resolution.
- Execute complete offboarding procedures for departing contractors upon COR approval, including deprovisioning system access in APDS, collecting government equipment, and closing out compliance records.
- Maintain clear documentation of all offboarding actions and communicate status updates to relevant stakeholders.
- Maintain the VA SharePoint site serving as the official repository for all contractor documentation, including materials containing PII and other sensitive information, in accordance with VA data handling requirements.
- Manage access authorization for the contract SharePoint site, ensuring only approved personnel have appropriate permissions.
- Organize and update SharePoint content on an ongoing basis to support audit readiness and stakeholder access.
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- Collect and consolidate PowerPoint presentations from each contract initiative within TIS 2.0 to compile the Monthly Work Plan, the contract’s primary monthly deliverable to the VA.
- Present the consolidated Monthly Work Plan slides to authorized VA representatives, serving as a prepared and professional communicator on behalf of the contract team.
- Draft and distribute communications to the full contractor workforce regarding timesheets, data calls, and announcements from contract leadership.
Required Skills and Experience
- Bachelors with 5-8 years (or commensurate experience)
- Demonstrated familiarity with federal contractor onboarding processes, including PIV card administration, security clearance coordination, and government access provisioning.
- Experience managing sensitive and PII-containing documents in accordance with applicable privacy and data security requirements.
- Strong organizational skills with a proven ability to manage multiple concurrent timelines, deadlines, and stakeholders without sacrificing accuracy.
- Proficiency with the following tools and platforms:
- AirTable - for tracking and managing contractor data
- Adobe Acrobat Pro - for document preparation and review
- Microsoft Excel - for tracking, reporting, and data management
- Microsoft Word - for drafting correspondence, templates, and documentation
- Microsoft Office Suite (Outlook, Teams, PowerPoint, etc.)
- Clearance Required: Ability to obrtain and maintain a Suitability/Public Trust clearance.
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