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Ascension is seeking a detail-oriented and dependable Acquisition Specialist to support the Naval Health Research Center’s Science Acquisition Support Department in San Diego, California. This position supports NHRC’s mission by helping ensure acquisition and contract administration activities are organized, accurate, compliant, timely, and properly documented. NHRC develops and delivers operational biomedical research solutions that enhance the health, safety, readiness, and performance of military forces, and this role provides the acquisition support needed to keep research-related contract actions moving efficiently.

The ideal candidate is organized, responsive, and comfortable working in a structured federal contracting environment. This role requires someone who can review contract documents, identify errors, track invoices and deliverables, coordinate with vendors and Government representatives, maintain complete contract files, and support COR documentation. The strongest candidate will bring prior experience supporting military, medical research and development, DoD, Navy, federal acquisition, or comparable contract administration environments.

Summary of the Contractor Role

The Acquisition Specialist will provide non-personal acquisition support services to assist NHRC with acquisition compliance, contract modification support, invoice review, COR support, and post-award administration. The contractor will support high-volume recurring work, including an estimated five contract modifications weekly, approximately 40 invoices monthly, and approximately 20 ODC/travel requests weekly.

This role is highly administrative and compliance-driven. The Acquisition Specialist must be able to review documentation for completeness, compare invoices and requests against available funding and contract requirements, coordinate corrections with vendors or requestors, draft COR-related documentation, and maintain organized contract files using NHRC naming conventions and file management procedures. The position requires sound judgment, strong written communication, attention to detail, and the ability to manage multiple requests without losing track of deadlines, required approvals, or documentation standards.

Tools and processes likely to be used include federal contract files, invoice review checklists, COR documentation templates, monthly status reports, the NHRC Staff Tracker, Government payment portal/WAWF-related invoice processes, Microsoft Office tools, shared drives or document repositories, and NHRC-specific filing and naming conventions. The monthly invoice process requires a monthly status report and COR review before invoice submission into WAWF.

Expected Day-to-Day Activities

• Review contract modifications and identify potential errors, inconsistencies, or missing information for Government review.
• Prepare contract closeout documentation by confirming required deliverables have been received, invoices have been approved and paid, and closeout records are ready for Government processing.
• Record and file contract modifications in accordance with NHRC policy, organization standards, and naming conventions.
• Perform preliminary invoice reviews to confirm deliverables have been received, billing aligns with contract requirements, and available funding supports the proposed invoice.
• Coordinate with vendors to clarify invoice issues, request corrections, and support timely invoice processing.
• Draft COR documentation, including COR Monthly Reports, Quarterly Surveillance Reports, and Contractor Performance Assessment Report support documentation, for Government review and signature.
• Return COR approval of invoices and deliverables to vendors and inform vendors when to submit invoices through the Government payment portal.
• Maintain COR correspondence, invoice files, deliverables, and supporting documentation in the applicable contract file.
• Review ODC and travel requests to confirm costs are within applicable regulatory limits, supporting documentation is complete, and proposed costs align with available contract funding.
• Coordinate with requestors to clarify or correct ODC/travel request documentation.
• Review COR files and documentation quarterly, and as requested, to ensure files follow NHRC policy and naming conventions.
• Support preparation of monthly invoice documentation, monthly status report inputs, and NHRC Staff Tracker information.
• Maintain awareness of task status, milestones completed, GFP assigned to staff if applicable, and COR travel approvals for inclusion in monthly reporting.
• Complete required Command, Activity, DoD, Government, safety, cybersecurity, OPSEC, CUI, and facility access training as required.
• Protect procurement-sensitive, command-sensitive, proprietary, and controlled information in accordance with the required Non-Disclosure Agreement and applicable Government rules.