Administrative Support Assistant

Clarification from the agency

ALL US CITIZENS DIRECT HIRE AUTHORITY: This position is being filled using Direct-Hire Authority (5 CFR 337.201) for this occupation.

Duties include but are not limited to:

• Serves as primary timekeeper and subject matter resource for the VA Time and Attendance System (VATAS) for P&LMS employees and maintains timekeeping recordsfor contract and trainee personnel.
• Initiates, tracks, and processes personnel actions including appointments, onboarding, training requests, faculty appointments, privileging documentation, and renewal actions.
• Coordinates continuing education and Talent Management System (TMS) compliance records to ensure adherence with accreditation and training requirements.
• Provides administrative coordination for travel requests, conference attendance, education requests, tuition support documentation, and SF-182 processing.
• Maintains provider credentialing, privileging, OPPE/FPPE documentation, provider specific folders, and related records in compliance with Joint Commission (TJC), College of American Pathologists (CAP), Office of Inspector General (OIG), FDA, CLIA, and VA requirements.
• Maintains calendars and schedules for supervisory and professional staff, coordinating meetings, conferences, deadlines, and administrative follow-up actions.
• Screens telephone calls, visitors, correspondence, and inquiries, independently resolving routine matters and referring complex issues to appropriate staff.
• Attends meetings, records minutes, tracks action items, and follows up on assigned suspense items to ensure timely completion.
• Develops, organizes, maintains, and updates administrative filing systems, office procedures, organizational charts, callback rosters, reference materials, accreditation files, and administrative records.
• Serves as liaison between P&LMS and internal/external stakeholders including Human Resources, Education Service, Fiscal Service, Logistics, affiliated academic institutions, contractors, accrediting agencies, and other clinical services.
• Serves as inventory management support assistant for P&LMS and maintains accountability records for government-owned equipment, supplies, and related assets.
• Coordinates equipment inventories, reconciles discrepancies, tracks equipment status, and assists with equipment turn-in and replacement actions.
• Maintains supply ordering records, shipment tracking information, invoices, and procurement documentation.

Work Schedule: Monday - Friday 7:30am to 4:00pm
Telework: Available on a Ad-hoc basis.
Position Description Title/PD#: Administrative Support Assistant/PD008320
Physical Requirements: The work is primarily sedentary; however, the position may require some walking, standing, bending, carrying files or supplies, and prolonged computer use. The work is performed primarily in an office and hospital environment involving normal risks and safety precautions associated with an administrative setting.

Conditions of employment

• You must be a U.S. citizen to apply for this job
• Subject to a background/suitability investigation
• Selective Service Registration is required for males born after 12/31/1959
• A complete application package; Resume, Transcripts, etc. is required
• Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents).
• 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.

Upon completion of your probationary period (OR INSERT "trial period"), your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period (OR INSERT "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

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement.

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-4 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Knowledge of administrative support practices, office management procedures, and clerical operations sufficient to coordinate administrative activities within a complex clinical service. Knowledge of medical terminology and laboratory operations sufficient to support pathology and laboratory administrative functions. Knowledge of personnel processes, training requirements, timekeeping procedures, travel coordination, and records management. Knowledge of budget, procurement, fund control, inventory, and supply management procedures sufficient to assist leadership with monitoring and tracking service resources.
  OR,
• Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 4 years above high school. OR,
• Combination: Applicants may also combine education and experience to qualify at this level. Equivalent combinations of successfully completed post-high school education and experience may be used to meet total experience requirements at grades GS-5 and below. For GS-5 level positions only education in excess of the first 60 semester hours (i.e., beyond the second year) is creditable toward meeting the specialized experience requirement. One full academic year of study (30 semester hours) beyond the second year is equivalent to 6 months of specialized experience. You must have an combination of specialized experience and education beyond.

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

• Accountability
• Administration and Management
• Attention to Detail
• Clerical
• Customer Service
• Decision Making
• Flexibility
• Integrity/Honesty
• Interpersonal Skills
• Learning
• Manages and Organizes Information
• Reading Comprehension
• Reasoning
• Self-Management
• Stress Tolerance
• Teamwork

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.

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.

How you will be evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Applicants will be referred in the order in which they were received.

Documents Accepted:

• Cover Letter
• DD-214/ Statement of Service
• Disability Letter (Schedule A)
• Disability Letter (VA)
• License
• Other (1)
• PCS Orders
• Performance Appraisal
• Professional Certification
• Resume
• Separation Notice (RIF)
• SF-15
• SF-50/ Notification of Personnel Action
• Transcript

Documents Required:

• Resume

Please review the above list(s) to ensure you have included all necessary documents required for your application.Not every applicant will require the same documents, therefore it is the applicants responsibility to ensure that their application package includes all necessary documents to determine qualifications and eligibility for appointment, such as a copy of your SF-50, transcript, ICTAP/CTAP documentation (for displaced Federal employees).You will not be contacted for additional information. Applicants will be deemed ineligible if supporting documentation is not submitted.

Veterans' Preference: Since the Direct-Hire Recruitment Authority is being used, traditional Veterans' Preference rules do not apply. Qualified veterans will, however, be given full consideration for this position.

Applications are accepted online. Applying online will allow you to review and track the status of your application.

Next steps