Administrative Support Assistant

Summary The primary purpose of this position is to serve as the Administrative Support Assistant for Pharmacy Service, assisting Pharmacy administration in planning, developing, and coordinating administrative duties. In addition, the position serves as Quality Management/Process Improvement (QM/PI) Coordinator for Pharmacy Service activities, ensuring that Pharmacy Service is in compliance with quality management and utilization review programs. Learn more about this agency Duties Help Coordinates the Quality Management/Process Improvement (QM/PI) duties involving the planning, development, and direction of all (QM/PI) functions related to Pharmacy Service by collecting and compiling monthly data from various sources to be submitted to the Chief, Pharmacy Service. Assigned special projects by the Chief and Associate Chief, Pharmacy Service, which will entail research that utilizes multiple resources to obtain data and statistical information, compiling this data in an applicable format. Responsible for dealing with patient and employee complaints, including face-to-face, written, or telephonic, by communicating with members of the health care team, personnel from other services, patient advocates, and patients and their families. Ensures that the complaint or problem is resolved in a timely and tactful manner to meet customer requirements. Personally handles inquiries from personnel and patients, some of which will include research or technical knowledge. Performs liaison duties between Pharmacy Service and subordinates in other services of the facility including oral and written instructions to pharmacists, technicians, nursing staff, clerical personnel, or staff from other services. Serves as the primary human resource coordinator for Pharmacy Service . Acts as liaison between Pharmacy Service and Human Resource Management Service, with responsibility for completing personnel actions, scheduling interviews, updating organizational charts, manpower lists and cascade call back rosters. Responsible for the submission of performance appraisals and competencies to the supervisors for completion, and maintaining the six-part employee folders. Organizes and updates performance standards, position descriptions, and functional statements for the service. Coordinates and assigns quality reviews amongst the pharmacists on a monthly and random basis, reviews the forms before submission, and reports the results electronically. Maintains FPPE/OPPE electronic folders on all privileged pharmacists to assure compliance by reviewing data, running specialized reports and compiling information. Acts as the primary liaison between Pharmacy Service and Credentialing, working closely with the Credentialing staff in the application and implementation of scopes of practice for pharmacists. Responsible for coordinating pharmacy orientation for new employees, residents, and students to include training, computer access, and distribution of applicable forms Prepares and submits internal and external reports in final format within the designated time period for Pharmacy Service in accordance with established policies and procedures. Reports include compiling medication ward inspection sheets by noting discrepancies and the action taken and the non-formulary report, which are reported to the Pharmacy and Therapeutics (P&T) Committee. Responsible for the P&T agenda, meeting minutes, attachments, and download of information from the Institute for Safe Medication Practice (ISMP). Designated as IFCAP FCP Official. Designated as a backup ADPAC. Responsible for maintaining and updating the Pharmacy Share Point site. Designated as an approving official for the Government Purchase Card As a designated approving official or alternate approving official the incumbent is responsible for meeting the standards for documentation, reconciliation, and approval of the purchase cards as set forth by VA Handbook 1730.1. As mandated by VACO and VISN17, approving officials and alternate approving officials will be held accountable for the following: Monitoring the cardholder to ensure that purchase card payment transactions are reconciled within fourteen (14) calendar days of receipt of IFCAP Purchase Card message. Monitoring all assigned cardholders. Certifying all procurements is legal and proper and that all items are received. Certifying all transactions made by the cardholder, assuring applicable documentation is maintained and questioning any discrepancies. Certifying reconciled payment charges in IFCAP within fourteen (14) calendar days of reconciliation by cardholder. Ensuring that all Federal, VA and local acquisition regulations are followed. Completing reconciliations for pending orders for employees who transfer out of service or are on annual leave. Review cardholder purchase activity, documenting and correcting any discrepancies. Ensure cardholders maintain all supporting purchase order documents. Attending a refresher training session on the Government Purchase Card program. Mandatory attendance is required every two years, or earlier, at the discretion of the facility. Work Schedule: Monday - Friday, 8:00am - 4:30pm Virtual: This is not a virtual position. Position Description/PD#: Administrative Support Assistant/674-013580 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized Requirements Help Conditions of employment You must be a U.S. Citizen to apply for this job. Selective Service Registration is required for males born after 12/31/1959 Subject to background/security investigation Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements ( Effective May 7, 2025, driver's licenses or state-issued identification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment. Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider: your performance and conduct; the needs and interests of the agency; whether your continued employment would advance organizational goals of the agency or the Government; and whether your continued employment would advance the efficiency of the Federal service. Upon completion of your probationary period or trial period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 08/07/2026. 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: Independently working clerical and administrative support duties related to administrative procedures to ensure consistency and compliance with accepted policies and guidance; Identifying and resolving problems and taking action as needed; Screening/receiving telephone calls in a courteous and timely manner; Gathering, correlating, and analyzing information to make recommendations based on data obtained; Ensuring correspondence, reports, minutes, letters, and documents are processed correctly and expeditiously; Collecting and compiling data into report format; and utilizing and understanding computer software (such as various Microsoft Office programs) to create spreadsheets, databases, and reports and computer packages that support department operations and service management. You will be rated on the following Competencies for this position: Manages and Organizes Information Interpersonal Effectiveness Clerical Attention to Detail Communication Computer Skills 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 sedentary. Some work may require movement between offices, hospitals, warehouses, and similar areas for meetings and to conduct work. Work may also require walking/standing, in conjunctions with travel to and attendance at meetings and/or conferences away from the work site. Incumbent may carry and lift light items weighing less than 15 pounds. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at Education There is no educational substitution at this grade level. Additional information This job opportunity announcement may be used to fill additional vacancies. If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement. Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act. Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution. Help A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits. Review our benefits Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered. VETERANS HEALTH ADMINISTRATION