Administrative Support Assistant (OA)

U.S. Department of Veterans Affairs; San Diego (CA); On-site; USD 42,000 - 60,000; Full time

Job summary

The United States Department of Veterans Affairs at the San Diego VA Medical Center is seeking an Administrative Support Assistant (OA) to support Nursing Services Leadership. The role involves data collection, budgeting coordination, and preparation of reports and materials for leadership meetings.

The position emphasizes process improvement, data integrity, and coordination of administrative tasks across the service.

Qualifications

• One year of specialized administrative support experience or equivalent.
• Experience with data collection, compilation, and reporting.
• Proficiency with Microsoft Office Suite (Word, Excel, etc.). Preferred: Adobe and other Office tools.

Responsibilities

• Performs data collection, compilation, and tracking for Nursing Services Leadership.
• Uses database applications to extract information for reports.
• Reviews documents for omissions and ensures data accuracy.
• Assembles data for Chief Nurses conferences and prepares information packets.
• Distributes forms for annual performance reviews and proficiency reports.
• Sends deadline reminders and schedules workgroups and boards.
• Processes budgetary transactions and tracks fund control points.
• Prepares data and narrative materials for reports and budget justifications.
• Verifies obligations and expenditures align with annual plan and controls.

Skills

Administrative support

Data management

Microsoft Office

Data analysis

Tools

Microsoft Office

Adobe

Job description

Summary

The position is aligned under the Office of the Associate Director for Patient Care Services/Nurse Executive (ADPCS/NE) within Nursing Service at the San Diego VA Medical Center (VAMC). The Nursing Service is the largest service in the facility - comprised of over 970 clinical and administrative employees. The service collaborates in a team-oriented - customer-driven - professional environment to develop new models of care that emphasize prevention and improve access and coordination of care.

Summary

The position is aligned under the Office of the Associate Director for Patient Care Services/Nurse Executive (ADPCS/NE) within Nursing Service at the San Diego VA Medical Center (VAMC). The Nursing Service is the largest service in the facility - comprised of over 970 clinical and administrative employees. The service collaborates in a team-oriented - customer-driven - professional environment to develop new models of care that emphasize prevention and improve access and coordination of care.

Qualifications

To qualify for this position - applicants must meet all requirements by the closing date of this announcement. GS-06 grade level: One year of specialized experience (equivalent to the GS-05 grade level in the federal service); experience that equipped the applicant with the particular knowledge - skills and abilities (KSA's) and other characteristics to perform successfully the duties of the position - and that is typically in or related to the work of the position to be filled - in the normal line of progression for the occupation in the organization. Specialized experience includes: Performing a full range of administrative support for an office; receiving visitors and phone calls. Reviewing all incoming and outgoing correspondence; scheduling appointments and meetings. Preparing a range of correspondence and reports; assists in human resources recruitment activities. Maintains and records data for performance improvement projects and collates data with a minor amount from chart extraction. Assists in production and compilation of training manuals and brochures - posters - and other training aids - and obtains equipment - training films and other visual aids. Preferred Experience: Experience with Adobe - Excel and Microsoft Office Suites. 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

• The duties include but are not limited to: Performs work involving the collection - compilation - and/or tracking of data and statistical information in support of the Nursing Services Leadership
• Uses database applications to extract information to prepare/assist in preparation of reports
• Reviews documents - reports - and/or applications for omissions and inconsistencies - and ensures data entry is complete and accurate
• Assembles data for use of the Chief Nurses in conferences and prepares appropriate information packets
• Distributes forms and instructions to service supervisors for completion of annual performance reviews/proficiency reports
• sends deadline reminders as necessary
• compiles reports and reviews for inclusion of required information and performs scheduling of workgroups and boards - etc
• Processes budgetary transactions for assigned appropriated funds - reimbursable travel - and transportation accounts
• maintains responsibility for tracking of fund control points related to PSIC/ASP
• Prepares and assembles various data - including narrative and statistical materials into reports - charts - etc. - that are provided for justification of the budget or for other administrative uses
• Verifies that obligation and expenditures occur on a timely basis in accordance with the annual work plan and that regulatory controls are within amounts programmed
• reports irregularities to higher level leadership - as necessary
• Uses different solicitation methods - ordering or reporting procedures - purchasing methods - or clauses and provisions depending on the type - quantity - dollar value - or urgency of the requirement
• Prepares management correspondence on own initiative where format and subject matter are guided by precedent
• Reviews incoming mail - reports - inter-office memoranda - etc. - calling to the attention of the Chief Nurses of assigned areas - new policies and procedures - as well as changes to existing policy - and other pertinent information
• Submits work orders and key requests - maintaining records and ensuring follow-up and completion on pending requests
• Manages nursing general budget and purchases supplies for the service
• Work Schedule: Monday through Friday - 8:00AM to 4:30PM
• Position Description Title/PD#: Administrative Support Assistant (OA)/PD12899A Physical Requirements: The work is primarily sedentary in nature
• However - it may also require some walking and standing throughout the course of a normal workday
• Some lifting of boxes and supplies - with bending - stooping and overhead reaching will be required (e
• carrying/relocating such items as boxes of supplies)
• The incumbent uses a keyboard and telephone extensively during their normal daily activities.