Summary This position functions as the Correspondence Coordinator (CC) for the Administrative Section that reports to the the Supervisory Health System Specialist to the Deputy Executive Director of the Tennessee Valley Healthcare System. The Administrative Support Assistant is responsible for managing more than 2,000 suspense correspondence items annually, tracking and reporting associated correspondence program metrics, and managing associated outcomes. Responsibilities THIS IS NOT A REMOTE OR VIRTUAL POSITION, YOU MUST LIVE WITHIN OR BE WILLING TO RELOCATE WITHIN A COMMUTABLE DISTANCE OF THE DUTY LOCATION Duties for the Administrative Support Assistant may include but are not limited to the following: Assigns deadlines for suspenses and coordinates with services to submit all responses timely. Provides support to Resource Management Council (RMC) by managing RMC requests. Reviews all outgoing correspondence requiring signature to assure completeness, indicated clearances, adequacy and conformance to policy, views, tone, and grammatical correctness. Serves as Purchase Card Holder for the service. Coordinates arrangements for travel, arranging schedule of visits, making transportation and hotel reservations, and notifying organizations and officials to be visited. Utilizes several software packages, to include Microsoft products and software to input, process, sort data, and to produce documents and reports Develops performance monitor report to determine timeliness of suspense submission, and provide updates to Supervisory Executive Assistant. Serves as timekeeper for assigned employees. Provides program support to the service by updating call back rosters, award processing, Delegation of Authority for Fund Control Points, Huddle board maintenance, etc. Performs administrative work, which includes management of the office schedule and day-to-day plans. Develops routine plans and schedules using standard references and existing information. Develops executive-level correspondence, professional reports, and is responsible for the accuracy and timeliness of submission of all correspondence. Collaborates with Patient Advocates, service chiefs, and administrative support to accomplish tasks. Schedules committee meetings and conferences and send out Outlook invitations to all participants. Collaborates with subject matter expert or service line when responses are unclear, to ensure clarified response is provided. Work Schedule: Monday - Friday | 7:30 - 4:00 PM CST Telework: Ad Hoc Available Virtual: This is not a virtual position. Position Description/PD#: Administrative Support Assistant/PD70957A Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized 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 Subject to background/security investigation Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued dentification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment. Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider: your performance and conduct; the needs and interests of the agency; whether your continued employment would advance organizational goals of the agency or the Government; and whether your continued employment would advance the efficiency of the Federal service. Upon completion of your probationary period or trial period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/16/2026. 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-6 position you must have served 52 weeks at the GS-5. 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. Examples of appropriate SF-50s include: Within grade increases at the highest grade held; or Promotions with an effective date more than one year old; or SF-50s at the highest grade held with an effective date more than one year old. Award 50s do not provide sufficient information and will not be accepted for the purpose of verifying time-in-grade. In addition to the Time-in-Grade Requirement, applicants must also possess the Specialized Experience Requirement as described below. TO QUALIFY FOR THIS POSITION AT THE GS-6 LEVEL YOU MUST MEET ONE OF THE FOLLOWING CRITERIA: GS-6 SPECIALIZED EXPERIENCE: You must have one year of specialized experience equivalent to at least the next lower grade GS-5 in the normal line of progression for the occupation in the organization. Qualifying specialized experience is defined as: Utilizing Microsoft products (i.e., Word, Excel, Power Point, Teams) and Adobe Pro. Developing executive-level correspondence, professional reports, and is responsible for the accuracy and timeliness of submissions of all correspondence. Receiving and reviewing incoming and outgoing suspense and correspondence for quality, consistency, grammatical, and procedural correctness. Developing performance monitor reports for quality assurance and ensuring the facility is meeting deadlines. Serving as a government purchase card holder for service. Posting Time and Attendance in VATAS. ***Preferred experience with Microsoft VISIO and Power BI. NOTE: Your experience must be fully documented on your resume and must include job title, duties, month and year start/end dates, AND hours worked per week. You will be rated on the following Competencies for this position: Administration and Management Clerical Communication 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: Work is generally sedentary. Most of the work can be performed while seated; however, there is walking, standing, bending, and lifting items such as paper, books, and small equipment (10 pounds) in the office or at events. For more information on these qualification standards, please visit the United States Office of Personnel Management's 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. Additional Information This job opportunity announcement may be used to fill additional vacancies. 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 applicant's 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.
