Administrative Support Assistant

This position is part of the Pathology and Laboratory Medicine Service (P&LMS) within the Eastern Oklahoma VA Health Care System (EOVAHCS). It is currently based at the Jack C. Montgomery VAMC and will transition to the James Mountain Inhofe VAMC once the facility opens. The role provides primary clerical and administrative support for the service, assisting the Service Chief, Laboratory Manager, pathologists, supervisors, and other staff with a wide range of administrative and procedural tasks.

Qualifications:

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 06/09/2026.

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-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. 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 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-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: Office automation software and systems, Maintaining Records, Timekeeping, Customer Service, Preparing, and Correspondence General laboratory functions to route inquiries.

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/.

Responsibilities:

Duties include, but are not limited to the following tasks:

• Proficient in applying complex medical terminology specifically related to anatomic pathology and clinical diagnoses to transcribe meetings, communications, handling medical document and packages.
• Performs medical transcription that involves specialized terminology dictated by several individuals and/or skill in transcribing material involving non-specialized terminology such as live conferences, teleconferences, or similar proceedings when an accurate recording is required.
• Maintains office compliance regarding regulations, policies and guidelines as established by laboratory accreditation bodies, CPT coding and SNOMED policy relating to diagnostic indexing of surgical, cytology and autopsy reports in order to assure compliance with reporting requirements.
• Performs timekeeping duties using pay and leave laws. rules. regulations, and agency policy regarding entitlements to overtime, differential, hazardous duty, holiday and special rates and premium pay.
• Maintains calendar for lab service, i.e. scheduling appointments.
• Takes and transcribes Service supervisor meeting minutes.
• Schedules for mandatory reviews are presented at various medical executive cancer committees, tumor board and other meetings.
• Prepares agenda with attachments for Service supervisor meetings and distributes to section supervisors.
• Drafts, reviews, controls, and edits the laboratory's standard operating procedures in assigned clerical and administrative support areas.
• Screens calls and visitors and refers to other staff members only those calls or visitors requiring their attention. Interacts with customers, visitors, and coworkers in a courteous, tactful, helpful manner, exercising mature judgment and diplomacy appropriately.
• Handles requests for information and resolves or assists in resolving a variety of inquires made by the facility regarding laboratory-related matters.
• Provide exceptional customer service to professional and para-professional personnel within the Medical Center.
• Reviews outgoing correspondence and reports prepared for signature of the Service Chief, ensuring proper format, correctness (mathematical and grammatical, as applicable), and ascertaining that all necessary coordination of facts has been completed and is in accordance with established policy.
• Serves as send-out coordinator for anatomic pathology, logging and tracking all materials (generally, tissue blocks and slides) that are sent to reference labs.
• Analyzes existing or proposed internal reports to ensure procedures are followed.
• Maintains master files and reports related to record disposition and retention, creating, and updating files as necessary to maintain compliance with all VA and other applicable regulations.
• Proper handling of biological and infectious samples in order to minimize and prevent risks of contracting contagious transmittal disease (ie: HIV, Hepatitis, etc.); knowledge and use of proper universal precautions.
• Knowledge of proper packaging, handling, and shipping of pathology materials.
• Utilize a range of software applications such as Word, Excel, Power Point, Outlook, Access, VHA, and VA databases to extract and organize data, produce reports, and to prepare a variety of specific working documents and forms.

Work Schedule: 8am-4:30pm Monday-Friday
Compressed/Flexible: Not Available
Telework: Not Authorized
Virtual: This is not a virtual position.
Position Description/PD#: Administrative Support Assistant/PD147830

Salary : $50,460