Summary The Administrative Assistant position is located in the Office of the Director in the Quality and Patient Safety Service (QPS). This position provides analytical, administrative, and clerical support to multiple program managers that comprise QPS. This includes Quality Nurses for Ambulatory Care, Behavioral Health, Surgical Services, and Medicine service. Responsibilities Collects, compiles, and tracks data for all department programs and uses this information to support performance improvement efforts. Identifies data needs, pull information from multiple sources, and produce required reports. Manages all recruitment and in-processing activities, including contacting and scheduling candidates, documenting all correspondence, and maintaining records of resume reviews, interviews, selections, and related actions. Prepares onboarding packages, verify required information across and coordinate with facility staff to complete onboarding and orientation. Oversees the issuance and maintenance of Federal Identification Badges for staff, resolving security card issues such as access problems, name changes, and lost or stolen cards through the security portal. This requires clear communication with police and human resources personnel. Provides system access and orientation for staff, including software programs, electronic drives. Coordinates and tracks agenda items, presentations, reports, minutes, attendance, and standards for multiple monthly meetings. Manages the receipt and organization of agenda items, minutes, and presentation materials for accreditation surveys. Researches, acquires, and develops program information and resource materials to support policy and technical activities. Conducts database and publication searches to extract, summarize, and compile information, and assist with obtaining and scheduling program resources. Monitors program operations and recommend improvements to information distribution, maintain adequate supplies, and schedule personnel as needed. Documents and maintains historical records of activities across health care system. Serves as Timekeeper and prepares, maintains, and submits Time and Attendance reports for assigned employees. Posts all exceptions to normal tours of duty, confirm employee and supervisor approval of time and attendance records, and process adjustments or corrections as needed. Ensures overtime and compensatory time entries are approved and correct before certification. Serves as the training database coordinator, reviewing learning plans and histories, resetting passwords, unlocking, reactivating, and deactivating accounts. Enters credit in database when needed, update fields such as supervisor or email, assist employees with using their accounts, and run reports. As security badge sponsor, confirms the need for a badge, requests issuance after identity proofing and background checks, and manages reissuance for expired or lost credentials. Establishes and maintains office technical and administrative files in accordance with regulations and manages the service line administrative drive and all electronic files, including sensitive and personnel documents. Prepares correspondence, memoranda, internal policies, protocols, and standard operating procedures in final format. Prepares meeting agendas and minutes and serve as recorder when assigned. Assists with interviews by arranging phone, in-person, or video meetings. Manages clerical functions, including answering and triaging calls, taking messages, maintaining the staff calendar, preparing letters and documents, typing and formatting meeting minutes, handling correspondence, and obtaining supplies, equipment, and publications. Maintains standardized files and records, including confidential materials, and maintain infection control policies for the department. Records and maintains data for performance improvement projects and collate data, including some chart extraction. Assists in producing training manuals, brochures, posters, and other training materials and obtain needed equipment and visual aids. Work Schedule: Monday thru Friday, 8:00AM - 4:30PM Virtual: This is not a virtual position. Position Description/PD#: Administrative Support Assistant/PD14223A 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 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 identification 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, 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, 08/26/2026. 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. 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 as described below: 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. Examples of specialized experience would typically include, but are not limited to: performing a full range of administrative support for an office; receiving visitors and phone calls; reviewing all incoming and outgoing correspondence; scheduling appointments and meetings; preparing a range of correspondence and reports; assists in human resources recruitment activities; maintains and records data for performance improvement projects and collates data with a minor amount from chart extraction; and assists in production and compilation of training manuals and brochures, posters, and other training aids, and obtains equipment, training films and other visual aids. 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 No Education Substitution 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. 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/.
