Administrative Support Assistant

Summary

Serves as one of two Administrative Support Assistants to the service. Primary responsibility is that of administrative management assistance for the Administrative Officer of Primary Care Service. Independently performs a variety of administrative and technical assignments associated with maintaining and supporting the administrative operations for the Service. Ability to apply analytical and evaluative techniques to the identification, consideration, and resolution of issues or problems.

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Duties

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Major Duties:

• Assists the Administrative Officer with all service-level activities involved in the recruitment and hiring of new physicians, technical staff and administrative personnel. This will include advertisements for direct internal hires for clinical positions, will schedule and set up interviews, travel coordination and reimbursement processing for Physician candidates in Primary Care.
• Credentialing duties which include gathering documents getting approvals for new employees, serving as the primary point of contact for Primary Care with MSO for the maintenance all off current credentials, and privilege. Coordinating the onboarding of new employees which may include pharmacy card access, systems access, key assignment, coordination for New Employee Orientation and ensuring all relevant information is obtained. Coordinates for the scheduling of Nursing Orientation with Nursing Education Office for the required in person training (CPRS, VISTA etc.).
• Supports the offboarding process through consolidation, quality control, and routing of Exit Review Forms (ERF) for Human Resources, Fiscal, and Medical Staff Office (MSO). Ensuring that all personnel exiting Primary Care (transfers, retirements, resignations etc) are properly removed from relevant systems in accordance with appropriate policy. Will submit the relevant MSS actions and utilize established HR processes to facilitate this process. Responsible for preparing administrative board actions for nursing, which include collection of appropriate documents, preparation of board packets preparation of board packets, and ensuring that all relevant documents are provided to Nursing Service for board action. Coordinates with Human Resources Management, Fiscal, Quality Management, IT and Chief of Staff to ensure all activities are completed in a timely manner.
• Responsible for tracking all staffing activity within the different clinics and CBOC's for entirety of the service and developing weekly reports for Primary Care Leadership Operations Meeting. Tracks and reports provider licenses, Basic Life Support (BLS) and Advanced Care Life Support certifications and their expirations for approximately 400 personnel. Tracks over 300 Focused Professional Practice Evaluation (FPPE) and Ongoing Professional Practice Evaluation (OPPE) monthly.
• This includes knowing who is due each month and reaching out to the Physician Supervisor for signature and follow up to ensure all Physician positions are getting spot checked for quality of care they provide. Tracks, facilitates, and reports on the renewal of all Provider privileges with MSO and Quality Management (QM) on a monthly basis.
• Acts as Liaison with the Human Resources office, asses incoming requests for personnel support and through experience and understanding of applicable regulations, works with Primary Care Supervisors to submit the relevant HR action to the appropriate HR office for processing. Assists by updating relevant trackers for Primary Care Leadership on systems that maintain personnel-related records such as performance ratings, training certificates, and CAF folders.
• Assists the Primary Care Administrative Officer in personnel matters involving leave administration (Family and Medical Leave Act (FMLA), Advanced Sick Leave, etc.), training issues, and employee relations. By advising employees supervisor on what is needed to submit for approvals and related actions. Serves as a subject matter expert on the processing of administrative actions through existing automated information systems such as, LEAF and MSS. Guides Primary Care Supervisors in navigating the process, educating, and supporting as necessary to ensure timely and accurate processing. Reviews all administrative actions requiring Service Chief approval and coordinates processing. Subsequently tracks all actions and follows up throughout to ensuring timely processing. Serves as a backup to Primary Care Supervisors across nine different locations for the initiation and processing of all administrative actions.
• Provides guidance on recruiting activity, referral of job candidates, the selection process, and on/off-boarding of all Primary Care staff to managers and supervisors within Primary Care. Assists in the development and evaluation of performance standards and will aid in monitoring and counseling staff on performance related issues. Service Automated Data Processing Application Coordinator (ADPAC).

Work Schedule: Monday-Friday. 8:00am-4:30pm. Full Time

Telework: This position may be authorized for telework.

Virtual: This is not a virtual position.

Position Description/PD#: Administrative Support Assistant / PD01670A

Relocation/Recruitment Incentives: Not Authorized

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
• 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, 08/17/2026.

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:
• Utilizing electronic systems to complete a variety of administrative tasks such as inputting data, tracking requests, and maintaining records; Preparing documents and correspondence, reviewing forms, and submitting requests for a health program; Collecting, compiling, managing and reporting program data; and Providing customer service to internal and external customers in support of a health program or department.

You will be rated on the following Competencies for this position:

• Contract Administration
• Personnel and Human Resources
• Strategic Thinking
• Technical Problem Solving

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 may be required. Some bending, walking, and light lifting may be required.

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

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. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. 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.

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.

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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.