Administrative Support Assistant

U.S. Department of Veterans Affairs; Nashville (TN); On-site; USD 32,000 - 52,000; Full time

Job summary

The U.S. Department of Veterans Affairs Tennessee Valley Healthcare System in Nashville seeks an Administrative Support Assistant to support Primary Care operations.

The role provides administrative coverage to ensure efficient office function, assists managers and staff, and helps manage schedules, documents, and communications. Duties include timekeeping, travel coordination, records management, filing, procurement, and liaison with HR for personnel actions, with standard business hours Monday

Qualifications

• Specialized experience: 1 year at GS-05 level or equivalent in administrative support.
• Experience coordinating travel, scheduling meetings, and maintaining databases.
• Familiarity with office directives, SOPs, and records management.

Responsibilities

• Provides administrative support to ensure efficient operation of the office.
• Coordinates travel arrangements and timekeeping for the area.
• Maintains office files, records, and procurement/documents processes.
• Acts as liaison between TVHS affiliates and HR for RPA matters.
• Reviews and processes personnel actions and supports leave/awards as needed.

Skills

Office Administration

Travel Coordination

Records Management

Education

High School Diploma or equivalent

Tools

MS Office

Job description

Summary The Tennessee Valley Healthcare System is looking for an Administrative Support Assistant. This position(s) serving as an Administrative Support Assistant (ASA) within the Primary Care Service. Incumbent(s) duties and responsibilities includes providing administrative support to ensure efficient operation of the office. Supports managers and employees through a variety of tasks related to organization and communication.

Summary The Tennessee Valley Healthcare System is looking for an Administrative Support Assistant. This position(s) serving as an Administrative Support Assistant (ASA) within the Primary Care Service. Incumbent(s) duties and responsibilities includes providing administrative support to ensure efficient operation of the office. Supports managers and employees through a variety of tasks related to organization and communication. Qualifications To qualify for this position - applicants must meet all requirements by the closing date of this announcement - 10/29/2026. 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: A full range of administrative support for an office; Coordinates travel arrangements; reviewing all incoming and outgoing correspondence; scheduling meetings; typing a variety of correspondence and maintaining databases and utilizing various software programs; and maintaining fund control points; coordinate conferences and meetings; track and compile data for reporting purposes. NOTE: 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. Preferred Experience: Experience in timekeeping - administrative support in a day to day operation and record management. 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/. Duties

• The Administrative Support Assistant completes various administrative functions - processes and procedures and involves duties that include but are not limited to: providing assistance and instructions in day to day operations - assisting in the development of various office directives and SOPS - Serving as the time keeper for the assigned area - performing travel coordination - providing guidance to supervisors regarding leave questions - serving as the records management coordinator and establishment and maintenance of office files - monitoring supplies budget record - while serving as a liaison between TVHS affiliates and HRO for RPA matters
• The overall work includes various duties involving different and unrelated processes and methods and involves a thorough knowledge of the primary care service operations and staff support functions
• The position identifies issues or problems and seeks alternative solutions consistent with applicable regulations and guidelines
• Major duties for the Administrative Support Assistant include (but are not limited to): Providing administrative support to ensure efficient operation of the office
• Provides managers with assistance navigating Directives - Standard Operating Procedure (SOP) - local and national policies for administrative actions relative to completing tasks
• Reviews and monitors all employee evaluation reports
• Maintain rating schemes both Executive Career Field and 0750 performance appraisals assigned to the department
• Tracks and assists in annual review and revision of department proponent reference publications - ensures reviews and revisions are complete - accurate and timely
• Serves as timekeeper for bi-weekly while providing guidance and assistance on posting time cards to supervisor
• Monitors and maintains information of the for status of employee overtime - compensatory time - leave - training - etc
• Assisting in the establishment and maintenance of office files - and employee 6-part folder for the section assigned using filing system
• Utilize web-based data systems for initiating of user accounts - passwords - access keys - etc
• Orders office supplies and equipment for the department
• Edit - requisitioning - receipts - issue - transfer - replenishment - excess and adjustment pertaining to all supply transactions
• Provides assistance and guidance to the department on how to obtain urgently needed items and take account to suspense actions as needed
• Inputs transactions into document register database and maintains hand receipts
• Edits supply transactions and provides customer service for items managed
• Coordinating events - special programs clinical residency schedules - routine and/or urgent - critical shortages of staff using call back rosters and other priority items as needed for medical readiness
• Reviews transactions & documents received from depots - local purchase - against records to verify accuracy
• Aids supervisors in the documentation and preparation of personnel actions such as: employee evaluations - monetary and honorary awards - leave without pay (LWOP) - separation or resignation actions - and salary changes comply and following current directives
• Initiates and processes Request for Personnel Actions (RPA) (i.e. - Awards - Realignment - Reassignment - Position Reviews - LWOP - Separations)
• Develops agendas - ensures that briefing materials are provided and notifies other attendees as necessary
• Knowledge of VA and VHA policies related to Privacy and Release of Information - Request for Protected Health Information - etc
• Coordinates travel arrangements for proper completion
• Work Schedule: Monday-Friday 8:00am-4:30pm Virtual: This is not a virtual position
• Position Description/PD#: Administrative Support Assistant/PD70899A Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not approved Permanent Change of Station (PCS): Not Authorized