The incumbent will function as a member of the Office of Nursing Service. The incumbent reports to the Director of Education and Connected Care. The function of the Administrative Support Assistant (ASA) is to perform administrative, analytical, planning and evaluative work.

Duties

Major duties include but is not limited to: Provides direct administrative support to several education initiatives including patient, professional, employee and affiliated health care academic programs Assists with organization wide education initiatives including collaborating with other services to arrange for space, audiovisual support, materials, speaker needs and local marketing Maintains the facility calendar for education programs, updating it as events unfold Provides information to internal and external stakeholders regarding academic affiliations Maintains current documentation on academic affiliations including updating documentation to reflect the current standards Provides support to the employee education program elements by serving as an information resource on programs, applicable rules and regulations and processes for requesting education and associated follow up paperwork Manages and tracks budgets associated with the physician education, employee education, and mandatory travel associated with Director driven initiatives Provides assistance to employees inquiring about programs to include eligibility requirements and the appropriate process for applying Maintains all associated documentation of each supported program, ensuring appropriate levels of privacy and access Manages and tracks the various budgets associated with supported programs, to include travel and education budgets, library funds and assists with tracking scholarship programs Collaborates with Fiscal and Education Service responsible official to ensure distributions are aligned to priorities within the Education service and the organization Monitors for trends and recommends corrections, with analysis of implications for the remainder of the year Consolidates annual funding estimates from other services based on local and facility wide education needs assessments into an annual budge forecast for the organization Compile and summarize information and data to identify inaccuracies or anomalies in the information and make written recommendations to resolve discrepancies based on interpretation of applicable regulations and procedures Extracts and analyzes information to arrive at an end product that may come from varied sources, different program offices, cross multiple directive and handbooks Organizes and manages the office for optimal and efficient workflow, paperwork management, file systems and use of office automation Provides clerical support to include answering phones, collecting and distributing mail, mailing, copying and managing the calendars of the Director of Education, Connected Care and educators and other administrative functions Assists the staff in expediting correspondences, completing travel requests, scanning, entering information in the Talent Management System (TMS), maintains employee education/competency records, requesting work orders in support of the department Creates non standardized and standardized reports from varied sources, providing preliminary analysis of information as part of the reports Establishes and maintains computerized tracking program to ensure compliance with regulations, polices and directives, appropriate follow up/monitoring of ongoing competency and education needs, availability of most recent and accurate documents, standard operating procedures, competencies, training records, equipment and policies Researches and analyzes problems, issues or program requirements in support of various components of Education Services Performs work related to the acquisition and/or development of program information and resource materials/personnel to support the identified gaps in policy and/or technical activities of assigned programs, providing the supervisor with a near-ready draft in final format Identifies opportunities, plans and executes special projects Serves as a time keeper for Education Service and as an alternate timekeeper for other services Serves as primary backup for the TMS for the facility Prepares, tracks and completes purchase orders for equipment, supplies and materials Serves as primary inventory manager for service related equipment Performs other related duties as assigned Work Schedule: Monday - Friday, 7:30 am to 4:00 pm Position Description Title/PD#: Administrative Support Assistant (OA)/PD30485-0 Physical Requirements: The work is primarily sedentary, although some slight physical effort may be required. Some walking, standing, bending, pushing, pulling, twisting and carrying of light office items is required.

Requirements

• You must be a U.S. citizen to apply for this job
• Subject to a background/suitability investigation
• May serve a probationary period
• Selective Service Registration is required for males born after 12/31/1959
• A complete application package; Resume, Transcripts, etc.
• Selected applicants will be required to complete an online onboarding process
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP)
• Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Department of Veterans Affairs Personnel

Qualifications

To qualify for this position, applicants must meet all requirements within 30 days of 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: Receives and logs outgoing correspondence, reviewing it for correct format, punctuation, spelling, grammar, accuracy, factual correctness, enclosures, dates, signatures and complete addresses;; serves as the timekeeper, maintaining timecard information on a recurring timeframe with payroll; organizes and manages the office for optimal and efficient workflow, paperwork management, file systems and use of office automation; creates non standardized and standardized reports from varied sources; tracks various budgets associated with the department preparing documentation to support expenditures such as employee travel, training, office equipment and supplies. Typing Proficiency Requirement: In addition to meeting Specialized Experience you must also meet the Typing Proficiency of typing 40 words per minute typing speed. Applicants may meet this requirement by presenting a certificate of proficiency from a school or other organization authorized to issue such certificates (certificate required) or by self-certifying their proficiency. There is no educational substitution for the GS-06 level. 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.

Education

This job does not have an education qualification requirement.

Contacts

• Address Roseburg VA Medical Center 913 Northwest Garden Valley Boulevard Roseburg, OR 97471 US
• Name: Merlinda Winbush
• Phone: 702-791-9000 X14083
• Email: [email protected]