Administrative Support Assistant

U.S. Department of Veterans Affairs; San Antonio (TX); Hybrid; USD 42,000 - 54,000; Full time

Job summary

The U.S. Department of Veterans Affairs, South Texas Veterans Health Care System (STVHCS), is seeking an Administrative Support Assistant to handle a wide range of administrative duties in support of the Chief, Administrative Officer, Laboratory Manager, and professional staff within P&LMS.

The role requires strong organizational skills, experience with timekeeping, travel coordination, and records management, plus the ability to coordinate education, credentialing, and documentation across

Qualifications

• Specialized experience includes knowledge of administrative support practices, office management procedures and clerical operations for complex clinical services.
• Knowledge of medical terminology and laboratory operations to support pathology and laboratory administrative functions.
• Familiarity with personnel processes, training requirements, timekeeping, travel coordination and records management.
• Budget, procurement, fund control, inventory and supply management to assist leadership with resources.

Responsibilities

• Serve as primary timekeeper and VATAS resource for P&LMS employees and maintain timekeeping records.
• Process personnel actions including appointments, onboarding, training requests, and renewal actions.
• Coordinate continuing education and Talent Management System compliance records.

Skills

Timekeeping (VATAS)

Office procedures

Clerical operations

Budget & procurement

Travel coordination

Records management

Medical terminology

Interpersonal skills

Education

4 years above high school

Tools

VATAS

Job description

Summary

Administrative Support Assistant (OA) is organizationally aligned under the Pathology and Laboratory Medicine Service (P&LMS) at the South Texas Veterans Health Care System (STVHCS) and performs a wide range of administrative - program support - personnel - budget - supply - and office management duties in support of the Chief - Administrative Officer - Laboratory Manager - and professional staff within P&LMS.

Qualifications

To qualify for this position - applicants must meet all requirements by the closing date of this announcement. 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-4 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include - but are not limited to: Knowledge of administrative support practices - office management procedures - and clerical operations sufficient to coordinate administrative activities within a complex clinical service. Knowledge of medical terminology and laboratory operations sufficient to support pathology and laboratory administrative functions. Knowledge of personnel processes - training requirements - timekeeping procedures - travel coordination - and records management. Knowledge of budget - procurement - fund control - inventory - and supply management procedures sufficient to assist leadership with monitoring and tracking service resources. OR - Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 4 years above high school. OR - Combination: Applicants may also combine education and experience to qualify at this level. Equivalent combinations of successfully completed post-high school education and experience may be used to meet total experience requirements at grades GS-5 and below. For GS-5 level positions only education in excess of the first 60 semester hours (i.e. - beyond the second year) is creditable toward meeting the specialized experience requirement. One full academic year of study (30 semester hours) beyond the second year is equivalent to 6 months of specialized experience. You must have an combination of specialized experience and education beyond. You will be rated on the following Competencies for this position: Accountability Administration and Management Attention to Detail Clerical Customer Service Decision Making Flexibility Integrity/Honesty Interpersonal Skills Learning Manages and Organizes Information Reading Comprehension Reasoning Self-Management Stress Tolerance Teamwork Note: A full year of work is considered to be 35-40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities. 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. 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.

Duties

• Duties include but are not limited to: Serves as primary timekeeper and subject matter resource for the VA Time and Attendance System (VATAS) for P&LMS employees and maintains timekeeping recordsfor contract and trainee personnel
• Initiates - tracks - and processes personnel actions including appointments - onboarding - training requests - faculty appointments - privileging documentation - and renewal actions
• Coordinates continuing education and Talent Management System (TMS) compliance records to ensure adherence with accreditation and training requirements
• Provides administrative coordination for travel requests - conference attendance - education requests - tuition support documentation - and SF-182 processing
• Maintains provider credentialing - privileging - OPPE/FPPE documentation - provider specific folders - and related records in compliance with Joint Commission (TJC) - College of American Pathologists (CAP) - Office of Inspector General (OIG) - FDA - CLIA - and VA requirements
• Maintains calendars and schedules for supervisory and professional staff - coordinating meetings - conferences - deadlines - and administrative follow-up actions
• Screens telephone calls - visitors - correspondence - and inquiries - independently resolving routine matters and referring complex issues to appropriate staff
• Attends meetings - records minutes - tracks action items - and follows up on assigned suspense items to ensure timely completion
• Develops - organizes - maintains - and updates administrative filing systems - office procedures - organizational charts - callback rosters - reference materials - accreditation files - and administrative records
• Serves as liaison between P&LMS and internal/external stakeholders including Human Resources - Education Service - Fiscal Service - Logistics - affiliated academic institutions - contractors - accrediting agencies - and other clinical services
• Serves as inventory management support assistant for P&LMS and maintains accountability records for government-owned equipment - supplies - and related assets
• Coordinates equipment inventories - reconciles discrepancies - tracks equipment status - and assists with equipment turn-in and replacement actions
• Maintains supply ordering records - shipment tracking information - invoices - and procurement documentation
• Work Schedule: Monday - Friday 7:30am to 4:00pm Telework: Available on a Ad-hoc basis
• Position Description Title/PD#: Administrative Support Assistant/PD008320 Physical Requirements: The work is primarily sedentary
• however - the position may require some walking - standing - bending - carrying files or supplies - and prolonged computer use
• The work is performed primarily in an office and hospital environment involving normal risks and safety precautions associated with an administrative setting.