The Administrative Support Assistant serves six sections within Pathology and Laboratory Medicine Service (P&LMS) which includes Pathology, Histology/Cytology, Chemistry, Hematology, Phlebotomy, and Microbiology, and is responsible for the support of P&LMS programs and projects.

Duties

Major duties and responsibilities include: Monitors P&LMS equipment acquisition; identifies equipment needs and determines priorities for equipment needs Prepares requests and documentation for submission to the Medical Center Equipment Committee through the Chief, P&LMS Initiates requests for supplies, educational materials, etc. Performs Contracting Officer Representative (COR) duties (monitors contract negotiations for timeliness and meeting the needs of the service; initiates contract requests, prepares statements of work, participates in source selection process, maintains procurement and contracting records) Monitors compliance with The Joint Commission (TJC) requirements; reviews inspection comments and TJC manual requirements Submits monthly Quality Management Reports to the Medical Center QM Coordinator Reviews correspondence for accuracy of information, proper composition, proper format, and whether such correspondence conforms to current VA policies, instructions and regulations Develops and implements policies and procedures for the service Collects data pertinent to the P&LMS Quality Improvement Program Administers internal review, quality and productivity initiatives Establishes unique or complex quality and productivity programs Ensures that quality assurance issues pertaining to the service are documented and appropriate follow-up action occurs regarding any problem or recommendation found or made as a result of the services' quality assurance activities Coordinates personnel actions and other personnel-related matters with Human Resources Management staff Advises the Service Chief regarding incentive awards and disciplinary actions, protocols and procedures Maintains and updates position descriptions, position listing and organizational chart for each department Assists managers in projecting staffing needs, writing position descriptions, developing job analyses, preparing performance plans and appraisals, and drafting disciplinary and adverse actions Reviews and signs requests for issue of equipment and supplies purchased out of the Cost Control Point Signs receipts for supplies delivered to P&LMS Assembles and compiles budget information and maintains running account of funds allocated and expended in all sub accounts and makes interim adjustments where necessary Develops monthly and quarterly cost ceilings while maintaining running control of funds to ensure that accounts are within authorized levels Assists with budget package for submission to the budget office Reviews financial reports and resolves discrepancies with the accounting office Ensures that expenditures are properly authorized and documented Work Schedule: Monday - Friday, 8:00am - 4:30pm (Subject to change based on the needs of the agency). Virtual: This is not a virtual position. Position Description/PD#: Administrative Support Assistant/PD061380 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/11/2024. 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-07 position you must have served 52 weeks at the GS-06. 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-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: Performing administrative and clerical work in a medical administration office. Assisting with a variety of administrative services (financial, human resources, procurement, contract administration, etc.) Evaluating performance of contracts and providing documentation related Maintaining personnel files Drafting personnel-related documents such as job analyses, performance plans, etc. Patient Advocate Tracking System (PATS) for contact and resolution of patient compliments and complaints Prepares meeting agendas, minutes, reports, etc., acting as departmental Records Liaison Maintaining laboratory supplies (including ordering, checking in, storage, etc.), monitoring space and equipment needs (including procurement duties, annual inventory checks). Monitoring regulatory compliance (reviewing reports and guiding subsequent responses/actions as needed). Timekeeping Proficiency with VistA, VATAS, and Microsoft Word and Excel. You will be rated on the following Competencies for this position: Computer SkillsContract AdministrationManages and Organizes InformationVeteran and Customer Focus 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. Physical demands do not exceed those of a typical office setting. There may be some walking, standing, bending or carrying of light items. No special physical demands are 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.

Contacts

• Address Alexandria VA Medical Center 2495 Shreveport Highway Pineville, LA 71360 US
• Name: Mary Davila
• Phone: 210-573-0129
• Email: [email protected]