VA Onboarding Specialist (Remote)

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

Compliance, Training & Agreements

• 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.

COR Liaison & Offboarding

• 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.

Document & SharePoint Management

• 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.

Monthly Deliverables & Communications

• 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.

Qualifications

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.

Preferred Skills and Experience

Posted Salary Range

USD $80,000.00 - USD $90,000.00 /Yr.