Administrative Support Assistant (OA)

Summary The incumbent will be an employee of the Roseburg VA Health Care System (RVAHCS) and will function as a member of the Organizational Excellence Service. The function of the Administrative Support Assistant (ASA) is to perform administrative, analytical, planning, and evaluative work in support of the associated education programs. Responsibilities Major duties include but are not limited to: Provides direct administrative support to several Education initiatives including patient, professional, and employee programs. Assists with organization wide education initiatives including collaborating with other services to arrange for space, audiovisual support, materials, speaker needs, and local marketing. Maintains the facility calendar of education programs, updating it as events unfold. Incumbent anticipates impact of changes such as unannounced surveys and adjusts the calendar accordingly, including making appropriate notification of affected employees and external stakeholders. Provides support to the employee education program elements by serving as an information resource on programs, applicable rules and regulations, and processes for requesting education and associated follow up paperwork. This includes initial management and tracking of budgets associated with physician education (as per current regulatory guidance), employee education (based on prioritization level), discretionary travel associated with employee education, and mandatory travel associated with Director driven initiatives. Employee education initiatives include National Nurse Education Initiative (NNEI), Education Incentive Scholarship Program (EISP), VA Nursing Education for Employees (VANEEP), VA Learning Opportunity Residency (VALOR), Leadership Development Institute (LDI), Core Competency Leadership Series (CCLS), and other succession planning programs at the local, VISN, and national level. Provides direct assistance to employees inquiring about these programs, including demonstrating moderate awareness of each program, eligibility requirements, and appropriate processes for applying. Each program reports to a different Program Office through Central Office and rules and regulations vary across the different programs. Monitors for trends and recommend corrections, with analysis of implications for remainder of the year, to the Designated Learning Officer (DLO) and Connected Care Service Leadership. Provides timely notification to services with virtual distributed budgets for employee education to ensure allocations are not exceeded and opportunities are realized for those services not using their allotment. The incumbent consolidates annual funding estimates from other services based on local and facility wide education needs assessments into an annual budget forecast for the organization; organizes estimates by appropriation, object class, and line item following current budget instructions for each service in a "virtually disbursed" budget; and prepares required supporting documentation for expenditures such as employee travel, training, and office equipment and supplies for the service and assists other program support assistants from other services in preparing these documents. Education funding requirements for the facility are relatively stable from year to year and mirror the adjustments in the overall budget. Work requires an in-depth practical knowledge of the Education Services' activities, operations, and established guidelines relating to workload and expected deliverables, required reporting at the local and VISN levels, records systems, and the budget process for the facility. The work requires skill to independently compile and summarize information and data as noted above, identify inaccuracies or anomalies in the information, and make written recommendations to resolve discrepancies based on interpretation of applicable regulations and procedures as noted above to include executive summary and implications of options for resolution. The employee must extract and analyze a considerable volume of information to arrive at a product that may come from varied sources, different program offices, and cross multiple directives and handbooks. Incumbent anticipates possible documentation needs for programs on the calendar and researches associated material, links (websites), and assists with development of presentations in collaboration with subject matter experts. Creates presentations based on available information and provides near final product for consideration of the presenter. Work Schedule: 7:30 am - 4:00 pm OR 8:00 am - 4:30 pm PST; Monday to Friday Virtual: This is not a virtual position. Position Description/PD#: Administrative Support Assistant (OA)/PD304850 Relocation/Recruitment Incentives: Not Authorized 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. 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 Minimum Qualification requirements by the closing date of this announcement, 07/27/2026. You may qualify based on your experience and/or education as described below: Minimum Qualifications: You must have one year of specialized experience equivalent to at least the next lower grade GS-5 in the normal line of progression for the occupation in the organization. Examples of minimum qualifications would typically include, but are not limited to: extract information from various sources to analyze and apply standard interviewing or surveying techniques to resolve issues; use word processing and various software programs to create, modify, and retrieve various types of documents, written correspondence and reports; reviews documents, reports, and/or applications for omissions and inconsistencies; assists in development of informational handouts, brochures, and guideline materials; manage multiple assignments simultaneously. In addition to meeting Minimum Qualifications the following is required: Typing Proficiency: In addition to meeting the experience requirements, you must be able to type at least 40 words per minute. Applicants may meet this requirement by presenting a certificate of proficiency from a school or other organization authorized to issue such certificates or by self-certifying their proficiency. 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 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. 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 Veterans Affairs, Veterans Health Administration