Summary The incumbent will serve as the Administrative Support Assistant for the Medicine Service at VA Texas Valley Coastal Bend Health Care System in Harlingen, TX. The extreme volume of administrative functions of the services requires an Administrative Support Assistant who can coordinate, gather information, and communicate for the Administrative Officer for Specialty Service. This will entail performing a wide range of activities that change periodically due to a variety of factors. Responsibilities Duties: Functions as the Administrative Support Assistant to the Chief of Medicine and the Administrative Officer for Medicine Service. The work requires a practical knowledge of the purpose of the specialty care profession, with an in-depth knowledge of VA mission and policies, VA's commitment to the veteran and the agency programs and activities associated with this commitment. In addition, the incumbent must have basic knowledge of management principles and processes and the ability to analyze and evaluate methods and techniques for assisting the Administrative Officer and Chief for Specialty Service in solving problems that may arise. In addition, the incumbent needs basic skills and understanding of the methods and techniques of management analysis and/or program analysis and the structures, functions, processes, objectives, products, services as well as the resource requirements necessary to manage Multiple Services. Performs work involving the collection, compilation, and/or tracking of data and statistical information in support of an organization's program operation. Responsible for planning, preparing, coordinating, and executing a wide range of program support activities, including data collection and the procurement of required supplies and equipment. Initiates and follows through with work orders for supply, repairs, and equipment requests. Assists in the planning, review, and reporting of data/statistical results of program/project studies. Establishes protocols for incoming data, organizes computerized data sets (using programs such as Excel), and retrieves computerized data. Generates and reviews documents, reports, and/or applications for omissions and inconsistencies, and ensure data entry is complete and accurate. The Incumbent assists in the management of all routine and daily administrative components of the Office for Chief of Medicine. The responsibilities include, but are not limited to, management of routine administrative details which fall under the purview of the service. These include Management of purchase of supplies, completion of timecards, travel authorizations, PIV sponsorship, assists with ADPAC duties, coordination of equipment inventory (CMR), and managing the administrative role of following up with patients' appointments and ongoing care. Incumbent develops information related to periodic performance reviews using multiple electronic data sources, evaluates the information and provides continuous improvement recommendations for leadership consideration. The incumbent will apply clerical and technical procedures, methods, and techniques in the collection, compilation, and/or tracking of data and statistical information in support of Service operations. Works independently to organize office procedures, by identifying required resources, and devising actions to improve and meet the goals and objectives of Medicine Service, such as records, directives, mail, or forms management systems. The primary role to carry out routine, procedural, or standard tasks that support program management activities. The incumbent will perform a variety of duties and tasks combinations across different organizational levels. Works independently to control and maintain office and/or information systems such as forms, records, mail distribution, directives or publications, and management systems. The incumbent will apply policies and procedures to assist physicians, technicians and other personnel in understanding the process of submitting forms or documentation. Work Schedule: M-F 0800-1630 Virtual: This is not a virtual position Position Description/PD#: Administrative Support Assistant/PD012430 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job. Selective Service Registration is required for males born after 12/31/1959 Physical Requirements: The work required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment. A pre-placement physical examination is not required. 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 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 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, 05/02/2026. You may qualify based on your experience as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the GS-5 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: the ability to analyze financial reports; ability to change and calculate new standards and/or goals of score cards, business plan, etc.; knowledge of the requirements as well as the formatting of organizational charts; ability to search historical files for readily available background information such as recent staff or function changes, organizational charts, mission and function statements and position descriptions; efficiently utilize Microsoft Excel, Publisher, Outlook, and PowerPoint; demonstrate an understanding of continuous improvement and system redesign concepts, effectively contributing and implementing continuous improvement and system redesign strategies and programs. 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 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. Reasonable Accommodation (RA) Requests: If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application. Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case-by-case basis. If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision. You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments if you received the link after the close of the announcement. To determine if you need a RA, please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments. Receiving Service Credit for 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. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. 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. The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/.
