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.

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 https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/.

Duties

• 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