Administrative Support Assistant

U.S. Department of Veterans Affairs; Portland (OR); On-site; USD 56,000 - 72,000; Full time

Job summary

U.S. Department of Veterans Affairs in Portland, OR seeks an Administrative Support Assistant to provide comprehensive administrative support to the Division of Hospital and Specialty Medicine (DHSM) directors, committees, and staff.

Responsibilities include scheduling, document preparation, records management, and coordination of program activities across multiple specialties. The role requires one year of specialized experience at the GS-06 level or equivalent, with strong Microsoft Office

Qualifications

• Specialized experience: one year at least at GS-06 level in the normal line of progression.
• Provides general administrative and customer service support; assists and updates office documents; schedules and coordinates meetings.

Responsibilities

• Manages Director's schedules and day-to-day plans.
• Provides administrative support to multiple directors and section chiefs.
• Develops plans or schedules using standard references and existing information.
• Reviews and edits correspondence, reports, and memos for accuracy.
• Maintains records and ensures compliance with regulations; supports data processing and file management.

Skills

General administrative support

Customer service

Office coordination

Tools

Microsoft Office Suite

Job description

Summary

This position is located in the Division of Hospital and Specialty Medicine (DHSM) Office in Portland VAMC. The employee reports to the Supervisory Administrative Specialist and provides primary administrative support to the division directors - committees - and staff to include planning - organization - and support of DHSM programs such as Gastroenterology/Endoscopy - General Interna Medicine - Geriatrics - Hospital Medicine - Nephrology - Pulmonary - etc.

Qualifications

To qualify for this position - applicants must meet all requirements by the closing date of this announcement - 10/02/2026. You may qualify based on your specialized 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: Providing general administrative and customer service support. Assisting and updating office documents. Scheduling and coordinating meetings. Advising management on office administration - office supplies ordering - data processing and files management. Maintaining records and correspondence and routing for signatures. Prepares correspondence - reports and presentations using Microsoft Office Suite. Experience refers to paid and unpaid experience - including volunteer work done through National Service programs (e.g. - Peace Corps - AmeriCorps) and other organizations (e.g. - professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies - knowledge - and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience - including volunteer experience. 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

• Duties and responsibilities: The incumbent works in a highly independent capacity to perform administrative work - which includes management of the Director's schedules and day-to-day plans
• The incumbent provides administrative support to the 3 DHSM Directors and 11 section Chiefs in Cardiology - Pulmonary - Gastroenterology - General Medicine - Hospital Medicine - Geriatrics - Infectious Disease - Rheumatology - Nephrology - and Endocrinology
• The incumbent identifies schedule/time required - estimates resource required
• Develops plans or schedules using standard references and existing information
• Assists and updates office documents - standard operating procedures and related materials
• Reviews - analyzes and evaluates the accomplishments of various office administrative functions - such as records management - reports control - form control and administrative standard operating procedures Advise personnel on proper maintenance and control of records
• Periodically surveys records maintained throughout the assigned divisions for compliance with established regulations and procedures - noting deficiencies - inadequate or underutilization of filing cabinets and other file storage equipment
• Initiates actions to correct deficiencies
• Certifies multiple fund control points in OLCS and will track contract expenditures and transactions
• Acts as a liaison with persons and/or groups within and outside of an organization or office
• Maintains communications with persons and groups from both within and outside the organization
• Process - edit - and format incoming and outgoing materials such as correspondence - reports - memoranda - and other forms of written communication including the following: edit letters - compose letters - and reports
• review correspondence for accuracy and completeness
• and develop standard or form letters
• and reply to inquiries
• Routinely collects - compiles and tracks data on staff performance measures such as meeting attendance - training - timekeeping - and generates reports
• Work Schedule: Monday - Friday - 7:30am - 4:00pm or 8:00am - 4:30pm - PST Virtual: This is not a virtual position
• Position Description/PD#: Administrative Support Assistant/PD209670 Relocation/Recruitment Incentives: Not Authorized