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Administrative Support Assistant

Company: Department of Veterans Affairs
Location: Palo Alto
Posted on: June 6, 2021

Job Description:

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Duties

Summary

The Administrative Support Assistant serves under the supervision of the Associate Chief Nurse (ACN) for Clinical Practice and Professional Develop (CPPD) with Nursing-Patient Care Services at the VA Palo Alto Health Care System (VAPAHCS) at the Palo Alto Division (PAD). He/she provides a wide range of duties related to administrative and operational support of a large and complex programmatic service line, including covering three divisions and six Community-Based Outpatient Clinics.

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Responsibilities

THIS VACANCY ANNOUNCEMENT IS OPEN TO: CURRENT PERMANENT VA PALO ALTO HEALTH CARE SYSTEM EMPLOYEES (FACILITY-WIDE); CURRENT PERMANENT VA EMPLOYEES (VA-WIDE); CURRENT PERMANENT FEDERAL EMPLOYEES (OTHER FEDERAL AGENCIES); VEOA ELIGIBLES; AND NON-COMPETITIVE SPECIAL HIRING AUTHORITIES (e.g. 30% OR MORE DISABLED VETERANS; VRA; SCHEDULE A-PERSONS WITH DISABILITIES; REASSIGNMENT, CHANGE-TO-LOWER GRADE AND REINSTATEMENT THAT HAVE MET THE TARGET GRADE OR HIGHER, ETC.).

Duties include, but are not limited to the following:

* Performs a variety of administrative tasks to run the smooth management of an office. * Serves as primary contact, liaison and resource for service line. * Managing computerized platforms related to budget, personnel issues, research, abstracts, equipment purchases and data outcomes. * Develops and compiles information used to identify trends in educational programs. * Handles and resolves difficult situations that arise and utilizes discretion in choosing the proper principle when guidelines do not apply. * Compiles analytic reports and presentations for administrative changes, continuous improvement, agency requirements for presentation to executive staff. * Coordinates meetings, conferences and trainings as directed by the ACN. * Triages information from the VISN, facility leadership and VACO and disseminates to the appropriate management staff ensuring to clearly articulate the relevance and purpose of request. * Responds to customers regarding educational programs, technical questions regarding services and technical assistance to staff. * Interprets current and accurate information regarding policies relating to administrative issues regarding appraisals, proficiencies and services offered by nursing staff. * Tracks and documents all administrative activities and requirements for the facility. * Develops SOPs for programs used within the service and represents the ACN at health care system meetings and committees. * Plans and accomplishes special projects, as well as manages operations relating to external grants.

Work Schedule: Monday - Friday from 8:00 AM to 4:30 PM

Compressed/Flexible: Not available

Telework: Not available

Virtual: This is NOT a virtual position.

Position Description/PD#: Administrative Support Assistant/07116-0

Relocation/Recruitment Incentives: Not authorized

Financial Disclosure Report: Not required

Travel Required

Not required

Supervisory status

No

Promotion Potential

None

* Job family (Series)

0303 Miscellaneous Clerk And Assistant

Similar jobs

* Assistants, Office * Office Assistants

* Requirements

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Requirements

Conditions of Employment

* You must be a U.S. Citizen to apply for this job * Designated and/or random drug testing may be required * 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

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, June 1. 2020.

Time-In-Grade Requirement: Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks (full-time equivalency) must also meet time-in-grade requirements by the closing date of this announcement. For a GS-08 grade level position, you must have served 52 weeks at the GS-07 grade level. The grade may have been in any occupation but must have been held in the Federal service. A most recent copy of your Notification of Personnel Action SF-50 (Non-Award) with salary information that shows your time-in-grade eligibility must be submitted with your application materials.

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 specialized experience and/or graduate education as described below:

* Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade (GS-07) in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: performs various administrative tasks and operational support, as well as acts as the liaison for the service line; prepares and compiles a variety of correspondences, analytical reports and presentations; coordinates meetings, conferences and training; presents clear and concise information to staff/leadership; provides technical assistance and interpretation to staff related to policies; responds to questions from customers concerning educational programs; tracks financial, personnel, supplies and other transactions; orders medical equipment and accomplishes special projects related to grants. (YOUR EXPERIENCE MUST BE DETAILED IN YOUR RESUME TO RECEIVE FULL CREDIT.)

OR,

* Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed one (1) and a half (1/2) years (i.e., 40.5 quarter hours or 27 semester hours satisfies 1 year of graduate education) of graduate level education which is directly related in a field which demonstrates the knowledge, skills, and abilities necessary to do the work of the position, such as: accounting, business, finance, law, contracts, purchasing, economics, industrial management, marketing, quantitative methods, or organization and management. (IF YOU ARE BASING PART OR ALL OF YOUR QUALIFICATIONS FOR THIS POSITION ON EDUCATION, COPIES OF YOUR UNOFFICIAL OR OFFICIAL TRANSCRIPTS SHOWING NAME OF COLLEGES/UNIVERSITIES, DEGREES EARNED, AND CONFERRAL DATES ARE REQUIRED. ONLINE COPIES OF TRANSCRIPTS WILL NOT BE ACCEPTED.)

OR,

* Combination of Specialized Experience and Graduate Education: Applicants may also combine education and experience to qualify at this level. You must have a combination of specialized experience and graduate education as indicated above. You have computed the percentage of the above requirements and the total is at 100%. (NOTE: To combine specialized experience and graduate education, first determine how much of the qualifying specialized experience and graduate education you have, as a percentage of what is required for each. Add the percentages together, and if the total is 100% or more, then the combined specialized experience and graduate education is qualifying for the position. [EXAMPLE: To compute the percentage, divide your total months of qualifying specialized experience by 12. Then, divide your semester hours of graduate education beyond one (1) year (total semester hours minus 18) by 9. Add the two percentages together. The total percentage must equal at least 100% to qualify for the position.] (YOUR EXPERIENCE MUST BE DETAILED IN YOUR RESUME AND COPIES OF YOUR UNOFFICIAL OR OFFICIAL TRANSCRIPTS SHOWING NAME OF COLLEGES/UNIVERSITIES, DEGREES EARNED, AND CONFERRAL DATES ARE REQUIRED. ONLINE COPIES OF TRANSCRIPTS WILL NOT BE ACCEPTED TO RECEIVE FULL CREDIT.)

Physical Requirements: The work is primarily sedentary, although lifting up to 25 pounds is required to lift Basic Life Support (BLS) equipment, boxes of books and other training equipment. Work is typically performed in an adequately lighted and climate controlled office setting.

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

IMPORTANT: Copies of your unofficial or official transcripts showing names of colleges/universities, degrees earned and conferral dates must be submitted with your application if you are basing all or part of your qualifications on education. Online copies of transcripts will not be submitted.

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: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.

Keywords: Department of Veterans Affairs, Palo Alto , Administrative Support Assistant, Other , Palo Alto, California

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