Administrative Support Assistant (OA)

Administrative Support Assistant (OA)

Department: Department of Veterans Affairs

Location(s): Johnson City, Tennessee

Salary Range: $50460 - $65599 Per Year

Job Summary: This position administratively reports to the Chief of Medicine Service having responsibility for planning, implementing, and evaluating patient care delivery services using collaborative strategies with others within the medical center. Has facility-wide consultation and treatment responsibilities and is also responsible for the education and training of medical center staff, training programs through an affiliation with East Tennessee State University (ETSU), and other services.

Major Duties:

• Coordinates, administrative activities within Medicine Service under the direction and oversight of the Chief of Medicine. The administrative activities will be coordinated with other administrative services within the medical center. Researches and trouble shoots the Clinic Schedule to assure that no problems arise in coordination of clinic cancellations, reschedules or overbooking of patients. Creates and updates multiple brochures used in the clinic and program areas. Compiles and aggregates data for the Clinic Cancellation Report and Patient Satisfaction Tool on a monthly basis. lncumbent collects, records and assists Medicine service employees with reports including graphs and charts for quality information purposes from the programs represented in Medicine Service. Provides technical guidance to clerical staff assigned to Medicine Service including control point information, consult completion and encounter action required reports. Plans, develops, and executes a system for providing required reports. This includes recognition of recurring reporting needs, verification and validation of the information contained in reports, and timely response to special reporting requirements. The incumbent will maintain accurate up-to-date filing systems for quick retrieval of appropriate information from these reporting needs. Assists in facilitating office and workspace utilization; maintain schedules for all group rooms and there utilization. Collects statistical data for workload purposes, V1 SNN ACO Performance Measures and informational purposes. Participates in special audits and surveys for the medical center. Assists in the management of the service budget, monitor VA-appropriated funds for the service to ensure compliance with fiscal management guidelines, and accepted accounting practices. Incumbent will function as a control point clerk for all Medicine service control points. Coordinates with staff and Medicine Service Administrative Officer anticipated needs and justifications for additional equipment, maintains list of equipment needs and priorities; and submits completed requests when approved by Chief of Medicine. Coordinates the acquisition of all supplies, equipment and services to include coordination of requirements for contracts with Medicine Service Administrative Officer. The incumbent reviews all requests for equipment, supplies, and services for the Chief of Medicine Service approval. Incumbent oversees the maintenance of accurate records, which state the location and condition of inventory items. Serves as the service backup timekeeper, reviewing all requests for leave, ensuring clinical/clerical coverage has been coordinated with supervisors or program coordinators and keeping the Chief of Medicine and the Medicine Service Administrative Officer. Serves as an alternate Net Learning administrator, for the service. Participates in the preparation and continued monitoring of the Services' compliance with JCAHO, CARP, VISN Performance Measures and Monitors, External Peer Review process. Coordinates the annual review and continuous updating of medical center memoranda originating in Medicine Service. Develops and coordinates the collection of relevant statistical and informational reports for the Chief of Medicine and Medicine Service Administrative Officer. Work Schedule: Monday-Friday 7:30am-4:00pm Virtual: This is not a virtual position. Position Description/PD#: Administrative Support Assistant (OA)/PD600010 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, 04/28/2026. 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-07 position you must have served 52 weeks at the GS-06. 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-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: Working in a hospital or medical setting assisting staff and visitors; Utilizing office automation software to prepare, edit reports, letters, graphics, spreadsheets, etc.; Managing medical, training, and budget files; office supplies and equipment; Analyzing and entering statistical information into electronic databases; Managing calendars and training requirements for medical staff; Preparing travel requests; Managing fund control points in a hospital or medical center, and which has equipped the applicant with the specific knowledge, skills, and abilities to successfully perform the duties as described in this announcement. 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/12935904. 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, 04/28/2026. 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: 2026-04-28