Administrative Support Assistant

Summary

The Administrative Support Assistant position is located within the Diagnostic Imaging Service and assigned to the Office of the Chief - Radiology Service at the W.G Bill Heffner Veterans Health Care System - Salisbury - NC.

Qualifications

To qualify for this position - applicants must meet all requirements by the closing date of this announcement - 05/28/2026. 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-06 position you must have served 52 weeks at the GS-05. 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. If the most recent SF-50 has an effective date within the past year - it may not clearly demonstrate you possess one-year time-in-grade - as required by the announcement. In this instance - you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade. 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. You may qualify based on your experience as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-05 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include - but are not limited to: Providing administrative and analytical support to healthcare clinical service including workload data analysis - credentialing documentation - timekeeping - procurement coordination - and accreditation support. Coordinating office operations - prioritizing assignments - tracking deadlines - preparing reports - memoranda - managing emails calendars - scheduling meetings by utilizing Microsoft products (i.e. Microsoft Outlook - Microsoft Word - Excel - PowerPoint - etc.); submitting - tracking and processing control point purchase request orders for office supplies/equipment. Maintaining - reviewing - and managing program office for record inventory and stored files for full compliance with Records Management Program - etc. 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

• The Administrative Support Assistant provides administrative - technical implementation and support for Diagnostic Imaging/Radiology Service
• Serves as liaison and support for all sections within the Diagnostic Imaging Service
• Uses radiology peer review data to compile quarterly Ongoing Professional Practice Evaluation (OPPE) and assists with submitting to the service chief for approval
• The Administrative Support Assistant performs a wide variety of administrative/technical support assignments - data analysis and procurement support for Radiology Service to include - but not limited to the following: Administrative Support Provides assistance in assembling data provided by Quality Management and compiling statistical reports to be presented during quarterly committee meetings
• Prepares meeting minutes and uses complied data for presentations
• Maintains paper and electronic files of minutes - reports - and updated employee files
• Prioritizes tasks by importance and deadlines and focuses on high- impact tasks first
• Inform stakeholders of priorities and timelines
• perform follow-ups by checking regularly on progress to ensure tasks remain on track
• Maintains - reviews - and manages Imaging Service program offices - for record inventory and stored files to assure full compliance with facility Records management program quarterly
• Maintains Service Standard Operating Procedures/Policies - support weekly/monthly meetings - manage calendar for the Chief of Radiology Service and for Imaging Program Administrator - draft memorandums for Service requests - Quality Management and Release of Information
• Prepares/arrange various access requirements for each new employee prior New Employee Orientation (NEO) - Personal Identify Verification (PIV) - email - Picture Archiving Communication System (PACS) - Power scribe
• Serves as primary timekeeper VA Time and Attendance System (VATAS) for all radiology staff including administrative staff for over 140 technologists - physicians - and Physician Assistant
• Includes overtime - compensation time - differential pay - premium pay - and corrections
• Tracks Family Medical Leave Act (FMLA) documentation by maintaining spreadsheets of individual balances of FMLA used/ available
• Data Analysis and Reporting Assists with management - import - and analysis of data including department workload - efficiency - productivity - policy - and procedure
• Utilizes local - Veterans Integrated Service Network (VISN) - and national data resources to evaluate and monitor resources surrounding patient care and access
• Reviews workload information from data sources including Veterans Health Information Systems and Technology Architecture (VistA) Radiology Package - Picture Archiving and Communications System (PACS) as well as VISN and National VA Dashboards and Databases
• Provides assistance with overseeing credentialing functions withing the Diagnostic Imaging Service to assure that all credentialed staff meet/follow training requirements
• Prepares all documentation for initial re-appointment - gathers required data - and preparesquarterly Ongoing Professional Practice Evaluation (OPPE) and Focused Professional Practice Evaluation (FPPE) documents
• Procurement Administration and Technical Support Serves as a control point clerk for six Fund Control Points to include responsibility of submitting - tracking - and processing purchase orders using 2237 - and 1358 request menu via fund control point menu in VISTA for all purchases and contracts withing Diagnostic Imaging and facility approved leaf portal to submit approved transition to the purchasing agents
• Performs Management and Acquisition activities which include preparing procurement requests and purchase orders based on recommendations from Service leadership
• Requests quotes and justifications for procurement from Leadership
• Prepares orders for medical supplies - nonexpendable property such as personal computer hardware and software - and other specialized equipment such as lead aprons - nuclear medicine supplies necessary to fully support the functions of the Service
• Work Schedule: Full time - 8:00am - 4:30pm - Monday - Friday Telework: No Virtual: This is not a virtual position
• Position Description/PD#: Administrative Support Assistant/PD012680 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized