Administrative Support Assistant

Summary The incumbent serves as a Administrative Support Assistant under the supervision of the Administrative Officer, of the service (Mental Health Nursing Service, Rehabilitation Nursing Service, the position encompasses a wide range of duties related to the administrative program for Nursing Service to include the Office of the Nurse Executive, Ambulatory Care Nursing, Sterilization Processing Department, Nursing Research, Mental Health Nursing, Rehabilitation Nursing and Extended Care Nursing. Responsibilities Duties to include the following: Serves as a primary contact, liaison and resource for Nursing Service. The incumbent assists the Administrative Officer in the administration of Nursing Programs. Compiles reports relevant to clinical performance measures, performance improvement, staff management, agency accreditation requirements, and related administration requirements, Coordinates and assists in meetings associated with nursing leadership, facility leadership, VISN Leadership and various other facility staff. Performs clerical work in support of the care and treatment of patients and in support of the management of clinical programs. Develops or compiles information used to identify trends in patient care or services, or for quality assurance and patient evaluation. Compiles/ Abstracts/ Analyzes Data from Records/Databases Reviews records to obtain, compile, abstract and analyze data. Composes responses to requests, selects and compiles information from medical records, reports, VHA Directives, Health Care System Memorandums and prepares reports/correspondence. Provides Administrative Support Performs a variety of miscellaneous duties in support of the programs, Independently performs support tasks. Files new or revised material into a reference library containing IvISDS, manuals, handbooks, books, and minutes of staff meetings, according to subject matter, Performs timekeeping duties as needed. Maintains and schedules calendar of events/meetings for V-tel and conference rooms via the VAPA website for Nursing Service Chiefs and Associate chief nurses. Performs a wide variety of administrative tasks associated with maintaining and supporting the work performed within the organization. Serves as coordinator for questions including interpretation of policy relating to the provision of nursing services. Responds to complex questions involving requiring a range of issues. Researches problems and/or reviews issues and requests related to information regarding provisions for nursing care, eligibility, etc. Clarifies issues, and evaluates the need for additional information. Provides advice regarding regulations. Management of Program Functions Manages nursing administrative functions associated with the various Nursing Services and professional staff. Gathers administrative information regarding these programs and communicates this information via email, written correspondence or presents at the various nursing and facility committees. Exercises control and have continuing responsibility for projects, questions, or problems associated with nursing programs, equipment management, personnel actions, and disciplinary actions. Prepares, generates, and distributes the daily reports necessary for the multidisciplinary staff. Tracks and documents all administrative activities and requirements for the facility. Research and Analysis Work Researches and/or analyzes problems, issues, or program requirements related to nursing program management as well as for all other areas for which he/she has responsibility. Determines pertinent issues and collects relevant information from a variety of sources. He/she reviews information and applies standard analytical techniques. Special Projects Plans and/or accomplishes special projects. Uses standard approaches to perform a variety of duties related to special projects involving administrative or support issues related to all aspects of Nursing activities. He/she Conducts extensive research and compilation of data from diverse sources. Extracts and assembles information, conducts analysis and develops reports or presentations. Work Schedule: Monday to Friday 7:30 am to 4:00 pm Telework Eligible: Yes as determined by the agency policy Virtual: This is not a virtual position. Position Description/PD#: Administrative Support Assistant/PD05913A Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job Selective Service Registration is required for males born after 12/31/1959 You may be required to serve a probationary period Subject to background/security investigation Selected applicants will be required to complete an online onboarding process Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) – See “Additional Information” below for details. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 09/30/2024. Time-In-Grade Requirement: Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement. For a GS/06 position you must have served 52 weeks at the GS/05. The grade may have been in any occupation, but must have been held in the Federal service. An SF-50 that shows your time-in-grade eligibility must be submitted with your application materials. If the most recent SF-50 has an effective date within the past year, it may not clearly demonstrate you possess one-year time-in-grade, as required by the announcement. In this instance, you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade. Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment. You may qualify based on your experience and/or education as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS/05 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: . OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have . OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond . You will be rated on the following Competencies for this position: Communications Computer Skills Critical Thinking Technical Competence Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience. Note: A full year of work is considered to be 35-40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment. Physical Requirements: The work is primarily sedentary, although some slight physical effort, such as walking, bending, standing, lifting, climbing of stairs, carrying of correspondences may be required. For more information on these qualification standards, please visit the United States Office of Personnel Managements website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/. Education There is no educational substitution at this grade level. A transcript must be submitted with your application if you are basing all or part of your qualifications on education. Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: https://sites.ed.gov/international/recognition-of-foreign-qualifications/. Additional Information This occupation is being considered for a Veterans Health Administration enterprise-wide Critical Skills Incentive (CSI). Candidates may be eligible for a lump sum CSI. The amount of lump sum CSI is determined based on appointment date and may be pro-rated as determined by the end date of the CSI. Eligible candidates will be required to sign a service agreement agreeing to an obligated service period and failure to complete the obligated service period may result in a debt for the unearned portion of the CSI. Receiving Service Credit or Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. This job opportunity announcement may be used to fill additional vacancies. Pursuant to VHA Directive 1193.01, VHA health care personnel (HCP) are required to be fully vaccinated against COVID-19 subject to such accommodations as required by law (i.e., medical, religious or pregnancy). VHA HCPs do not include remote workers who only infrequently enter VHA locations. If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date. The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required accommodation from this requirement using the reasonable accommodation process. If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement. Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicants criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.