Administrative Support Assistant

Administrative Support Assistant

Department: Department of Veterans Affairs

Location(s): Harlingen, Texas

Salary Range: $45409 - $59031 Per Year

Job Summary: The incumbent will serve as the Administrative Support Assistant for the Medicine Service at VA Texas Valley Coastal Bend Health Care System in Harlingen, TX. The extreme volume of administrative functions of the services requires an Administrative Support Assistant who can coordinate, gather information, and communicate for the Administrative Officer for Specialty Service. This will entail performing a wide range of activities that change periodically due to a variety of factors.

Major Duties:

• Duties: Functions as the Administrative Support Assistant to the Chief of Medicine and the Administrative Officer for Medicine Service. The work requires a practical knowledge of the purpose of the specialty care profession, with an in-depth knowledge of VA mission and policies, VA's commitment to the veteran and the agency programs and activities associated with this commitment. In addition, the incumbent must have basic knowledge of management principles and processes and the ability to analyze and evaluate methods and techniques for assisting the Administrative Officer and Chief for Specialty Service in solving problems that may arise. In addition, the incumbent needs basic skills and understanding of the methods and techniques of management analysis and/or program analysis and the structures, functions, processes, objectives, products, services as well as the resource requirements necessary to manage Multiple Services. Performs work involving the collection, compilation, and/or tracking of data and statistical information in support of an organization's program operation. Responsible for planning, preparing, coordinating, and executing a wide range of program support activities, including data collection and the procurement of required supplies and equipment. Initiates and follows through with work orders for supply, repairs, and equipment requests. Assists in the planning, review, and reporting of data/statistical results of program/project studies. Establishes protocols for incoming data, organizes computerized data sets (using programs such as Excel), and retrieves computerized data. Generates and reviews documents, reports, and/or applications for omissions and inconsistencies, and ensure data entry is complete and accurate. The Incumbent assists in the management of all routine and daily administrative components of the Office for Chief of Medicine. The responsibilities include, but are not limited to, management of routine administrative details which fall under the purview of the service. These include Management of purchase of supplies, completion of timecards, travel authorizations, PIV sponsorship, assists with ADPAC duties, coordination of equipment inventory (CMR), and managing the administrative role of following up with patients' appointments and ongoing care. Incumbent develops information related to periodic performance reviews using multiple electronic data sources, evaluates the information and provides continuous improvement recommendations for leadership consideration. The incumbent will apply clerical and technical procedures, methods, and techniques in the collection, compilation, and/or tracking of data and statistical information in support of Service operations. Works independently to organize office procedures, by identifying required resources, and devising actions to improve and meet the goals and objectives of Medicine Service, such as records, directives, mail, or forms management systems. The primary role to carry out routine, procedural, or standard tasks that support program management activities. The incumbent will perform a variety of duties and tasks combinations across different organizational levels. Works independently to control and maintain office and/or information systems such as forms, records, mail distribution, directives or publications, and management systems. The incumbent will apply policies and procedures to assist physicians, technicians and other personnel in understanding the process of submitting forms or documentation. Work Schedule: M-F 0800-1630 Virtual: This is not a virtual position Position Description/PD#: Administrative Support Assistant/PD012430 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized

Qualifications: To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 05/02/2026. 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 GS-5 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: the ability to analyze financial reports; ability to change and calculate new standards and/or goals of score cards, business plan, etc.; knowledge of the requirements as well as the formatting of organizational charts; ability to search historical files for readily available background information such as recent staff or function changes, organizational charts, mission and function statements and position descriptions; efficiently utilize Microsoft Excel, Publisher, Outlook, and PowerPoint; demonstrate an understanding of continuous improvement and system redesign concepts, effectively contributing and implementing continuous improvement and system redesign strategies and programs. 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/.

How to Apply: Please read the entire announcement and all the instructions before you begin an application. To apply for this position, you must complete the initial online application, to include the initial online questionnaire and submission of the required documentation specified in the How to Apply and Required Documents section. The complete application package must be submitted by 11:59 PM (ET) on the closing date of the announcement to receive consideration. To preview the application questionnaire, click https://apply.usastaffing.gov/ViewQuestionnaire/12940691. The application process is as follows: To begin, click Apply Online to create a USA JOBS account or log in to your existing account. Follow the prompts to select your USA JOBS resume and/or other supporting documents. Answer the questions presented in the application and attach all necessary supporting documentation. Click the Submit Application button prior to 11:59 PM (ET) on the announcement closing date, 05/02/2026. If you are required to complete any USA Hire Assessments, you will be notified after submitting your application. The notification will be provided in your application submission screen and via email. The notification will include your unique assessment access link to the USA Hire system and the completion deadline. Additionally, in USAJOBS you can click "Track this application" to return to your assessment completion notice. Access USA Hire using your unique assessment link. Access is granted through your USAJOBS login credentials. Review all instructions prior to beginning your assessments. You will have the opportunity to request a testing accommodation before beginning the assessments should you have a disability covered under the Rehabilitation Act of 1973 as amended. Set aside at least 3 hours to take the USA Hire Assessments; however, most applicants complete the assessments in less time. If you need to stop the assessments and continue later, you can re-use your unique assessment link. NOTE: Your responses to the USA Hire Assessments will be reused for one year (in most cases) from the date you complete an assessment. If future applications you submit require completion of the same assessments, your responses will be automatically reused. Visit the USA Hire Applicant Resource Center for practice assessments and assessment preparation resources at https://support-usahire.opm.gov/hc/en-us. To update your application, including supporting documentation: During the announcement open period, return to your USAJOBS account, find your application record, and click Edit my application. This option will no longer be available once the announcement has closed. To view the announcement status or your application status: https://help.usajobs.gov/how-to. Your application status page is where you can view your application status, USA Hire assessment completion status, and review your notifications sent by the hiring agency regarding your application. Beginning September 27, 2025, Federal agencies will only accept resumes up to two pages in length to comply with the Merit Hiring Plan. Resumes longer than two pages will result in ineligibility for further consideration for the position. USAJOBS will not allow you to upload or build resumes longer than two pages, and you will need to update the resumes in your profile before applying for a job. Resumes should include information relevant to the knowledge, skills, abilities, and competencies of the position to which you are applying. VA is unable to make assumptions about qualifications if not clearly listed. Resumes must be legible so they can be reviewed for eligibility, minimum qualifications and other position requirements listed in the job announcement. Your resume must be 5MB or less. We recommend saving and uploading your resume as a PDF to maintain formatting and number of pages. We also accept GIF, JPG, JPEG, PNG, RTF, TXT, PDF, ODT or Word (DOC or DOCX). We do not accept PDF portfolio files. We recommend using a sans-serif font size like Lato, if available. Other widely available options are Calibri, Helvetica, Arial, Verdana, Open San Source Sans Pro, Roboto or Noro Sans. Make your page margins 0.5 inches. Consider using 14-point size font for titles and 10-point for the main text in your resume. The resume builder can help you create a resume using these recommendations and uses the information in your USAJOBS profile to help you get started. Helpful Hints for Creating a Two-Page Resume: Prioritize most relevant and recent experience Use concise, results focused language Align language from the job announcement Focus on demonstrating skills and competencies Remove outdated or unrelated experience Use the USAJOBS resume builder Additional guidance on this new requirement and resume building tools can be found at https://help.usajobs.gov/faq/application/documents/resume/page-limit.

Application Deadline: 2026-05-02