The Administrative Support Assistant serves as a full partner and critical intermediary between the Chief Nurse and the Service Leadership team. The role involves managing complex computerized databases associated with budgets and financial projects, personnel issues, nursing clinical indicators, equipment procurements, and clinical outcomes to support the Chief Nurses and Administrative Officers (AO) in the effective administration and smooth operation of Nursing Programs.

Duties

The Administrative Support Assistant performs administrative, technical, and other assigned duties for the nursing departments and customers served by the nursing service, ensuring priorities and needs are met for each program area. The position also serves as an expert resource for the administrative needs of the Chief Nurse, collaborating with other service lines to achieve desired outcomes, and preparing correspondence and coordinating meetings for both internal and external healthcare customers. The role requires a good working knowledge of the organization and substantive programs, and the ability to resolve problems associated with administrative and clerical work at the full performance level. ? Major duties include, but are not limited to the following: Perform a variety of analytical and administrative assignments to assist the Chief Nurse and leadership of the service to improve the productivity and efficiency of the service. Process various administrative functions such as managing correspondence, controlling information, and tracking and ordering equipment, supplies, and services to ensure seamless office management. Address technical inquiries from customers regarding nursing programs and offer advisory and technical assistance to patients, administrative staff, and professional staffs. Organizing large conferences and meetings and communicating with attendees. Collaborates and assists with the development, annual updates, and implementation of standard operating procedures (SOP's), policies, and records management for the office of the Chief Nurse and has extensive knowledge in the areas of VAPAHCS administrative policies and procedures. Serves as a primary contact for the Chief Nurse and related programs on matters related to job openings and recruitment. Provides assistance with paperwork related to personnel activities, tracks hiring progress in MSS/HR Smart and the service level onboarding tracker, and promptly responds to inquiries. Manages timekeeping for the Chief Nurse and staff. Maintains expertise in VATAS to complete timekeeping tasks. Gathers data and assembles comprehensive reports on clinical performance metrics, staff administration, agency accreditation prerequisites, and other associated administrative requirements. Works independently to obtain data for recurring and non-recurring statistical reports and performs office automation duties using various software applications. Compiles data as needed for completion on a monthly, quarterly, and annual basis and maintains access to appropriate data sources such as CPRS, VISTA, and VSSC. Work Schedule: Monday - Friday 7:30am - 4:00pm Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Position Description/PD#: Administrative Support Assistant/PD05913A Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/02/2023. 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-7 position you must have served 52 weeks at the GS-6. 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-6 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Specialized experiences include serves as a primary contact, liaison and resource, knowledge of and being responsible for managing computerized databases, compiles reports relevant to clinical performance measures, performance improvement, staff management, agency accreditation requirements, and related administration requirements for presentation to executive staff, coordinates and assists in meetings, disseminate information to the appropriate management staff ensuring to translate the request to clearly articulate the relevance and purpose of the request, serves as coordinator for questions including interpretation of policy. You will be rated on the following Competencies for this position: CommunicationsComputer SkillsCritical ThinkingTechnical Competence 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. 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. Physical Requirements: ???????The work is primarily sedentary, although some slight physical effort, such as walking, bending, standing, lifting, climbing of stairs, carrying of correspondences may be required. 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/.

Education

There is no educational substitution at this grade level.

Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.

Contacts

• Address Palo Alto VA Medical Center 3801 Miranda Avenue Palo Alto, CA 94304 US
• Name: Desiree Carter
• Phone: 504-314-5492
• Email: [email protected]