Administrative Support Assistant

Summary The incumbent serves as a Administrative Support Assistant under the supervision of the Administrative Officer, of Nursing Acute Care at VA Palo Alto Health Care System (VAPAHCS), at the Palo Alto Division. The position encompasses a wide range of duties related to the administrative and operational support of a large and complex hospital based service. Responsibilities Provides Administrative Support Performs a wide variety of administrative tasks associated with maintaining and supporting the work performed within the organization. Such work includes a variety of administrative functions necessary to the smooth management of an office and ranges from correspondence, information control to tracking and ordering equipment, supplies, and services. In addition, the position may act as the primary liaison between the service and administrative offices outside of nursing. Management of Program Functions Manages nursing administrative functions associated with S&HBS and professional staff. Gathers administrative information regarding these programs and communicates this information via email, written correspondence or presentation at various nursing and facility committees. Exercises control and continuing responsibility for projects, questions, or problems associated with nursing programs, equipment management, personnel actions, and disciplinary actions. Responsible for the ordering of medical equipment with values of up to one million dollars including the preparation of documentation for contracting such as market research, salient characteristics and statements of work. Tracks and documents all administrative activities and requirements for the facility. Develops standard operating procedures for programs used within the service and represents the AO at health care system meetings and committees. Grant/Project Management The incumbent plans and/or accomplishes special projects for the service as well as manages operations relating to an external grant. He/she uses standard approaches to perform a variety of duties related to financial tracking, budget and correspondence for three control points and greater than $400,000. The incumbent sets up controls to monitor expenses during the year; and recommends budget adjustments including restructuring budget allocations or work plans to deal with changing situations such as varying costs for equipment parts, or services, and changes in the availability of funds He/she conducts extensive research and compilation of data from diverse sources in support of service and grant initiatives. Incumbent extracts and assembles information, and develops reports or presentations to present to the grant to prove outcomes or progress to achieve grant initiatives. Work Schedule: Monday to Friday 7:30 am to 4:00 pm Virtual: This is not a virtual position. Position Description/PD#: Administrative Support Assistant/PD06803O Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not approved Permanent Change of Station (PCS): Not Authorized Requirements 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, 09/14/2026. 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 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-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: Familiarity with the unique characteristics of integrated healthcare delivery systems; Computer skills in word processing, spreadsheet development, presentation design, information gathering, electronic mail and basic statistical analyses are imperative; Comfort with the operation of facsimile machines, video conferencing hardware and other office equipment is required; Exemplary oral and written communication skills are required, Work with individuals with varying backgrounds and areas of expertise; Clinical experience Is preferred, but not required; Comprehensive knowledge of the range of administrative laws, policies, regulations, and precedents applicable to VA, this includes knowledge of VA policies, directives and handbooks and knowledge of agency program goals and objectives; Requires knowledge and reasoning skills necessary. 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. A transcript must be submitted with your application if you are basing all or part of your qualifications on education. 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. 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