Administrative Support Assistant

Veterans Health Administration • Oklahoma City, OK

3d • Onsite

About The Position

This position serves as the principal office assistant supporting the Pathology and Laboratory Medicine Service Chief and the Anatomic Pathology section of the Laboratory. The assistant performs a range of administrative and clerical duties, including preparing and processing correspondence and reports; using office automation and laboratory-related software; communicating with staff, healthcare workers, patients, families, and visitors; maintaining program data; and supporting data analysis and quality assurance activities.

The position uses Vista, Microsoft Word, Excel, PowerPoint, and Outlook to create and edit documents, including surgical pathology and cytology reports, committee reports, and accession logs. It also involves collecting and tracking program data, reviewing documents for accuracy and completeness, compiling correspondence and departmental manuals, and documenting quality assurance issues and follow-up actions. Knowledge of SNOMED for coding surgical pathology and cytology reports is identified as preferred experience.

The work schedule is Monday through Friday, 7:30 a.m. to 4:00 p.m. The position is not virtual. Relocation and recruitment incentives, critical skills incentive, and permanent change of station are not authorized or approved.

Requirements

• One year of specialized experience equivalent to at least the GS-06 level in the normal line of progression for the occupation.
• Knowledge of pathology and laboratory services.
• Knowledge of personal computers and Vista application software supporting Pathology and Laboratory and interfacing with clinical and administrative functions of a medical center.
• Knowledge of VA File-manager and computer hardware for support of existing applications and interface software.
• Knowledge of the health care system's mission and operating procedures, information flow, and communications within and outside the service.
• Knowledge of laboratory procedures and prevailing practices to advise on alternative approaches to problem solving.
• Oral and written communication skills to train personnel, identify and resolve problems, and prepare reports and instructional materials.
• Current Federal employees and certain former Federal employees applying at GS-07 must meet the time-in-grade requirement of 52 weeks at GS-06 and provide appropriate SF-50 documentation.
• U.S. citizenship is required.
• Selective Service registration is required for males born after December 31, 1959.
• Applicants must complete the required application, questionnaire, and online assessment.
• Selected applicants are subject to a background/security investigation and online onboarding.
• Participation in the seasonal influenza vaccination program is required for Department of Veterans Affairs Health Care Personnel.
• A one-year probationary period or two-year trial period is required, as applicable.

Nice To Haves

• Experience with and knowledge of Systematized Nomenclature of Medicine (SNOMED) used for coding surgical pathology and cytology reports.
• Experience communicating with laboratory staff, physicians, nurses, other healthcare workers, patients, family members, and visitors.
• Experience serving as a backup timekeeper for Pathology and Laboratory Medicine Services.
• Experience serving as a credit card holder to purchase supplies or services needed for Pathology and Laboratory Medicine daily functions.
• Experience reviewing documents, reports, or applications for omissions and inconsistencies and ensuring data entry is complete and accurate.

Responsibilities

• Prepare recurring and nonrecurring official correspondence, reports, research, educational protocols, and other documents using information from the Service Chief, staff, files, and other sources.
• Compose nontechnical correspondence, including office procedures, requests for program information, acknowledgements, commendations, and notifications.
• Review and process incoming and outgoing correspondence, reports, and other materials submitted for the Service Chief's signature.
• Receive and screen regulations and directives directed to the service.
• Use office automation software to create complex documents, edit and reformat electronic drafts, and update or revise databases and spreadsheets.
• Use Vista, Microsoft Word, Excel, PowerPoint, and Outlook to produce documents such as surgical pathology and cytology reports, committee reports, and accession logs.
• Communicate with laboratory staff, physicians, nurses, other healthcare workers, patients, family members, and visitors.
• Maintain automated program-specific data systems tracking project milestones, reports, funding accomplishments, and compliance strategies.
• Complete transcription, compile correspondence, and compile departmental manuals as directed by supervisors.
• Collect, compile, and track data and statistical information in support of program operations.
• Assist with planning, reviewing, and reporting data and statistical results of program or project studies.
• Review documents, reports, and applications for omissions and inconsistencies and ensure data entry is complete and accurate.
• Document service quality assurance issues and ensure appropriate follow-up on problems or recommendations arising from quality assurance activities.
• Collect relevant information from varied sources, including sources that may be difficult to access.
• Serve as a team member and team leader to ensure changes are communicated appropriately to others.

Benefits

• Federal employees and their families have access to a comprehensive benefits package; specific eligibility depends on position type, and applicants are directed to contact the hiring agency for details.
• Annual leave accrual may be credited for approved job-related non-federal experience or active-duty uniformed military service, subject to approval before appointment.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed