Administrative Support Assistant

U.S. Department of Veterans Affairs; Palo Alto (CA); On-site; USD 60,000 - 80,000; Full time

Job summary

The U.S. Department of Veterans Affairs in Palo Alto seeks an Administrative Support Assistant to serve as the primary liaison for CPPD and nursing students. The role supports educational programs, data collection, and routine administrative tasks.

You will coordinate onboarding for students across multiple institutions, maintain tracking systems, and assist with accreditation and continuing education processes in a fast-paced multi-project environment.

Qualifications

• Specialized experience requirements include handling electronic systems for admin tasks like data input, tracking requests, and records management.
• Proficiency with Word, Excel, PowerPoint, Teams and Outlook is preferred.
• Ability to prepare documents, review forms, and process health program requests.
• Ability to communicate effectively with internal/external stakeholders and work with program managers.

Responsibilities

• Serve as liaison between the Assistant Chief Nurse and CPPD staff and stakeholders across VA Palo Alto Health Care System.
• Compile and present logistical information to identify trends in educational programs.
• Work independently to complete tasks as directed by the ACN.
• Perform wide range of administrative tasks including correspondence, information control, tracking, and ordering equipment.
• Compile analytic reports and presentations related to daily management, process changes, and accreditation requirements.
• Coordinate meetings and disseminate information to appropriate staff; respond to technical questions.

Skills

Microsoft Office

Job description

Summary

The Administrative Support Assistant serves as primary contact - liaison - and resource for Clinical Practice & Professional Development (CPPD) and all nursing students and nursing educational programs.

Qualifications

To qualify for this position - applicants must meet all requirements by the closing date of this announcement - 09/23/2026. 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-07 position you must have served 52 weeks at the GS-06. 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-06 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include - but are not limited to: Utilizing electronic systems to complete a variety of administrative tasks such as inputting data - tracking requests - and maintaining records; Preparing documents and correspondence - reviewing forms - and submitting requests for a health program; Collecting - compiling - managing and reporting program data; Tracking financial - supply - and other transactions that flow through the office and Providing customer service to internal and external customers in support of a health program or department. 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/. Preferred Experience: One year of administrative or program support work experience within a multi-project environment Proficient in Microsoft Office - i.e. Word - Excel - PowerPoint - Teams - Outlook Attention to detail and ability to maintain confidentiality Can communicate effectively with internal and external stakeholders - respond to inquiries - and facilitate information exchange Can work closely with program managers to ensure objectives are met - while aslo being able to operate independently

Duties

• The position serves as a liaison between the Assistant Chief Nurse (ACN) of the service and Clinical Practice & Professional Development (CPPD) staff as well as key stakeholders from other services throughout the VA Palo Alto Health Care System
• Compiles and presents relevant logistical information to the ACN used to identify trends in educational programs
• Works independently completing tasks as required by the ACN
• Major duties include but are not limited to: Performs a wide variety of administrative tasks associated with maintaining and supporting the work performed within the organization - including correspondence - information control - tracking and ordering equipment Compiles analytic reports and presentations relevant to daily management system - administrative process changes - continuous improvement - agency accreditation requirements Coordinates meetings and consults with Assistant Chief to disseminate information to the appropriate staff Responds to technical questions from customers concerning educational programs - provides advisory and technical assistance to administrative and professional staff Provides advice regarding regulations - policy - or local protocol for new employees Tracks all financial - supply and other transactions that flow through the office of the Assistant Chief Provides program coordination support for nursing education - student affiliations and other professional development programs within CPPD
• Serves as point of contact for nursing student affiliations - coordinating onboarding requirements for students from multiple academic institutions across the health care system Maintains and manages tracking systems to monitor onboarding status - deadlines - and compliance for multiple programs simultaneously Manages complex administrative projects supporting nursing education - residency - and workforce development programs
• Coordinates education crediting activities - ensuring accurate documentation and compliance with continuing education requirements Independently prioritizes and manages competing project timelines and deliverables when multiple deadlines compete
• Work Schedule: Monday-Friday 7:30am-4:00pm Virtual: This is not a virtual position
• Position Description/PD#: Administrative Support Assistant/PD034620 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized