The Administrative Support Assistant is located in the Division of Hospital and Specialty Medicine (DHSM) Office, Portland VA Health Care System. The employee reports to the Administrative Director and provides primary administrative support to the division directors, committees, and staff to include planning, organization and support of DHSM Programs such as Gastroenterology/Endoscopy, General Internal Medicine, Geriatrics, Hospital Medicine, Nephrology and Pulmonary Services.
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The duties of the Administrative Support Assistant include, but are not limited to:
Updates office documents, standard operating procedures and related materials
Assembles and summarizes data, background information and other materials from publications and other sources
Maintains and disseminates technical reports received for actions
Schedules appointments, coordinates meetings and/or schedules conferences for division directors
Attends meetings, prepares meeting minutes and independently follows up on action items
Researches and provides background on subject matter of meetings without direction
Ensures timely and accurate documentation of meeting minutes
Plans and coordinates video teleconference schedules for the team(s)
Establishes and maintains files of correspondence and other documents related to investigations, performance appraisals and other sensitive matters
Makes travel arrangements for Division Directors and other members of the Directors staff or visitors
Advises management on the practical and technical aspects of office administration, purchasing, personnel administration, data processing and files management
Tracks equipment, supplies for services
Surveys records maintained for compliance with regulations and procedures, and initiates corrective action as needed
Will act as certifying official for multiple fund control points and will track contract expenditures and transactions
Will be purchase card holder and make micro purchases on behalf of the DHSM and special projects within the division
Work Schedule: Monday through Friday 8am-4:30pm
Compressed/Flexible: Not available
Telework: Not available
Virtual: This is not a virtual position.
Position Description/PD#: 20967-0
Relocation/Recruitment Incentives: Not Authorized
Financial Disclosure Report: Not required
HelpRequirements Conditions of Employment
You must be a U.S. Citizen to apply for this job
Designated and/or random drug testing may be required
Selective Service Registration is required for males born after 12/31/1959
You may be required to serve a probationary period
Subject to background/security investigation
Selected applicants will be required to complete an online onboarding process
To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/02/2018.
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-7 position you must have served 52 weeks at the GS-6. 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. 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.
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: scheduling appointments, meetings, conference rooms; maintaining files electronic and paper, answering phones, directing visitors; processing incoming and outgoing paperwork, maintaining electronic calendars, timekeeping, communicating effectively written and orally.
You will be rated on the following Competencies for this position:
Attention to Detail
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.
There are no physical requirements for this position. The work is primarily sedentary.
There is no educational substitution at this grade level.
PLEASE NOTE: Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications (particularly positions with a positive education requirement). Therefore, applicants must report only attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education. Applicants can verify accreditation at the following website: http://www.ed.gov/admins/finaid/accred/index.html. All education claimed by applicants will be verified by the appointing agency accordingly. 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.
Department Of Veterans Affairs