Administrative Support Assistant

Summary

This position is located in the Division of Hospital and Specialty Medicine (DHSM) Office in Portland VAMC. The employee reports to the SAS/Administrative Business Manager 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 Interna Medicine - Geriatrics - Hospital Medicine - Nephrology - Pulmonary - etc.

Qualifications

To qualify for this position - applicants must meet specialized experience requirements within 30 days of the closing date of this announcement - 06/08/2026. You may qualify based on your specialized 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: Scheduling appointment - meeting and conference rooms. Maintaining files of documents and correspondence Coordinating routing of travel packets. Purchasing office supplies. Timekeeping Processing - editing - formatting and routing all incoming and outgoing correspondence. Tracking suspense requirements. Experience in utilizing MicroSoft Office Suite Preferred Experience: Travel/Concur experience. 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. 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

• Duties and responsibilities: The incumbent works in a highly independent capacity to perform administrative work - which includes management of the Director's schedules and day-to-day plans
• The incumbent provides administrative support to the 3 DHSM Directors and 11 section Chiefs in Cardiology - Pulmonary - Gastroenterology - General Medicine - Hospital Medicine - Geriatrics - Infectious Disease - Rheumatology - Nephrology - and Endocrinology
• The incumbent identifies schedule/time required - estimates resource required
• Develops plans or schedules using standard references and existing information
• Assists and updates office documents - standard operating procedures and related materials
• Reviews - analyzes and evaluates the accomplishments of various office administrative functions - such as records management - reports control - form control and administrative standard operating procedures Advise personnel on proper maintenance and control of records
• Periodically surveys records maintained throughout the assigned divisions for compliance with established regulations and procedures - noting deficiencies - inadequate or underutilization of filing cabinets and other file storage equipment
• Initiates actions to correct deficiencies
• Certifies multiple fund control points in OLCS and will track contract expenditures and transactions
• Acts as a liaison with persons and/or groups within and outside of an organization or office
• Maintains communications with persons and groups from both within and outside the organization
• Process - edit - and format incoming and outgoing materials such as correspondence - reports - memoranda - and other forms of written communication including the following: edit letters - compose letters - and reports
• review correspondence for accuracy and completeness
• and develop standard or form letters
• and reply to inquiries
• Routinely collects - compiles and tracks data on staff performance measures such as meeting attendance - training - timekeeping - and generates reports
• Work Schedule: Monday - Friday - 7:30am - 4:00pm or 8:00am - 4:30pm - PST Virtual: This is not a virtual position
• Position Description/PD#: Administrative Support Assistant/PD209670 Relocation/Recruitment Incentives: Not Authorized