Administrative Support Assistant

Summary

The Administrative Support Assistant serves as a key administrative resource within Nursing Services, providing advanced administrative, operational, and analytical support to leadership, including the Chief Nurse. The ASA supports Nursing Mental Health, Operations and NSG Education by coordinating essential operations, managing complex administrative processes, exercising independent judgment, and ensuring efficient healthcare delivery through strong organizational and decision-making skills.

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Duties

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The Administrative Support Assistant (ASA) provides essential administrative, timekeeping, and operational support within Nursing Services at the James A. Haley VA Healthcare System. Serving as a central resource for the Chief Nurse and unit leadership, the ASA manages office operations, tracks service requests, coordinates equipment and compliance activities, supports data analysis and reporting, and ensures accurate time and attendance records. The role requires strong organizational skills, independent judgment, effective communication, and the ability to manage multiple priorities in a fast-paced healthcare environment.

Major duties listed, assumes other duties as needed by services:

Office Support & Management

• Manage service requests and work orders; log, track, escalate, and report on urgent issues.
• Analyze workflow data and recommend preventive or process-improvement actions.
• Prepare agendas, meeting notes, procedures, and policy documentation.
• Respond to correspondence and voicemail within required timelines.
• Serve as a central administrative contact for interdisciplinary committees and workgroups.
• Assumes other related duties

Equipment, Compliance & Logistics

• Coordinate Biomedical Maintenance activities and ensure Joint Commission and VA compliance.
• Collaborate with Engineering, Logistics, and clinical services on lifecycle planning for equipment.
• Support development of management plans and compliance audits.

Timekeeping & Attendance

• Serve as a VATAS subject matter expert, entering and verifying tours of duty, leave, and premium pay.
• Resolve timekeeping discrepancies and provide training to staff and supervisors.
• Maintain VATAS and AcuStaf records securely and accurately.
• Communicate deadlines, policy updates, and procedural changes.

Promotional Platforms & Personnel Tracking

• Track and manage promotional review processes for Patient Care Services.
• Ensure documentation accuracy, timely processing, and follow-up on pending actions.
• Coordinate with HR, Nurse Managers, and stakeholders to address discrepancies.

Financial & Contract Oversight

• Serve as purchase card holder when required; reconcile charges and address disputes promptly.
• Act as Contracting Officer's Representative (COR) following COR certification requirements.
• Monitor utilization, prepare budget projections, and assist leadership in labor mapping (MCAO/DSS).
• Oversee contractual agreements and equipment replacement planning.

Data Management & Reporting

• Access and analyze VHA data (VSSC, EDIS, BMS, Vista, DSS) to produce operational reports.
• Prepare complex reports for internal and external stakeholders, including TJC, OIG, GAO, Congressional offices, and VISN entities.
• Lead Lean Six Sigma-based process improvement initiatives and mentor trainees.

Customer Service & Veteran Satisfaction

• Demonstrate ICARE values and serve as a strong representative of VA missions.
• Provide timely service recovery, conflict resolution, and follow-up communications.
• Use PMDB skills to de-escalate challenging interactions and maintain a safe, respectful environment.

Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level.

Work Schedule: Monday-Friday, 07:30-16:00

Telework: ADHOC

Virtual: This is not a virtual position.

Position Description/PD#: Administrative Support Assistant/ PD06626A

Relocation/Recruitment Incentives: Not Authorized

Critical Skills Incentive (CSI): Not Approved

Permanent Change of Station (PCS): Not Authorized

Requirements

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Conditions of employment

• You must be a U.S. Citizen to apply for this job
• To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job.
• Selective Service Registration is required for males born after 12/31/1959
• Physical Requirements: The work required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment. A pre-placement physical examination is not required.
• 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 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 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, 10/19/2026.

You may qualify based on your experience and/or education as described below:

• Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS- 05 in the normal line of progression for the occupation in the organization. Specialized experience would typically include, but are not limited to:
  
  
  • Administrative management, workflow tracking, and service request coordination
  • Timekeeping proficiency (VATAS, AcuStaf)
  • Preparing reports, correspondence, agendas, and official documents
  • Data extraction, analysis, and development of operational reports
  • Contract and procurement support, invoice certification, and budget monitoring
  • Customer service, conflict resolution, and coordination across interdisciplinary teams

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.

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: 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:

Additional information

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.

Reasonable Accommodation (RA) Requests: If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application. Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case-by-case basis. If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision. You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments if you received the link after the close of the announcement. To determine if you need a RA, please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments.

Receiving Service Credit for Earning Annual (Vacation) Leave : Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed.

This job opportunity announcement may be used to fill additional vacancies.

The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at

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.

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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.

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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.