Administrative Support Assistant

Veterans Health Administration • Tampa, FL

6d • Onsite

About The Position

The Administrative Support Assistant serves as a key administrative resource within Nursing Services, providing advanced administrative, operational, and analytical support to leadership, including the Chief Nurse. The ASA supports Nursing Mental Health, Operations and NSG Education by coordinating essential operations, managing complex administrative processes, exercising independent judgment, and ensuring efficient healthcare delivery through strong organizational and decision-making skills. The Administrative Support Assistant (ASA) provides essential administrative, timekeeping, and operational support within Nursing Services at the James A. Haley VA Healthcare System. Serving as a central resource for the Chief Nurse and unit leadership, the ASA manages office operations, tracks service requests, coordinates equipment and compliance activities, supports data analysis and reporting, and ensures accurate time and attendance records. The role requires strong organizational skills, independent judgment, effective communication, and the ability to manage multiple priorities in a fast-paced healthcare environment.

Requirements

• 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.
• Administrative management, workflow tracking, and service request coordination
• Timekeeping proficiency (VATAS, AcuStaf)
• Preparing reports, correspondence, agendas, and official documents
• Data extraction, analysis, and development of operational reports
• Contract and procurement support, invoice certification, and budget monitoring
• Customer service, conflict resolution, and coordination across interdisciplinary teams
• Must be a U.S. Citizen to apply for this job
• Must complete all required steps in the process.
• In addition to the application and questionnaire, this position requires an online assessment.
• The online assessment measures critical general competencies required to perform the job.
• Selective Service Registration is required for males born after 12/31/1959
• Selected applicants will be required to complete an online onboarding process.
• Acceptable form(s) of identification will be required to complete pre-employment requirements
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP)
• As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period during which we will evaluate your fitness and whether your continued employment advances the public interest.

Nice To Haves

• The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met.
• Selection at a lower grade level does not guarantee promotion to the full performance level.

Responsibilities

• Manage service requests and work orders; log, track, escalate, and report on urgent issues.
• Analyze workflow data and recommend preventive or process-improvement actions.
• Prepare agendas, meeting notes, procedures, and policy documentation.
• Respond to correspondence and voicemail within required timelines.
• Serve as a central administrative contact for interdisciplinary committees and workgroups.
• Coordinate Biomedical Maintenance activities and ensure Joint Commission and VA compliance.
• Collaborate with Engineering, Logistics, and clinical services on lifecycle planning for equipment.
• Support development of management plans and compliance audits.
• Serve as a VATAS subject matter expert, entering and verifying tours of duty, leave, and premium pay.
• Resolve timekeeping discrepancies and provide training to staff and supervisors.
• Maintain VATAS and AcuStaf records securely and accurately.
• Communicate deadlines, policy updates, and procedural changes.
• Track and manage promotional review processes for Patient Care Services.
• Ensure documentation accuracy, timely processing, and follow-up on pending actions.
• Coordinate with HR, Nurse Managers, and stakeholders to address discrepancies.
• Serve as purchase card holder when required; reconcile charges and address disputes promptly.
• Act as Contracting Officer's Representative (COR) following COR certification requirements.
• Monitor utilization, prepare budget projections, and assist leadership in labor mapping (MCAO/DSS).
• Oversee contractual agreements and equipment replacement planning.
• Access and analyze VHA data (VSSC, EDIS, BMS, Vista, DSS) to produce operational reports.
• Prepare complex reports for internal and external stakeholders, including TJC, OIG, GAO, Congressional offices, and VISN entities.
• Lead Lean Six Sigma-based process improvement initiatives and mentor trainees.
• Demonstrate ICARE values and serve as a strong representative of VA missions.
• Provide timely service recovery, conflict resolution, and follow-up communications.
• Use PMDB skills to de-escalate challenging interactions and maintain a safe, respectful environment.

Benefits

• A career with the U.S. government provides employees with a comprehensive benefits package.
• As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding.
• Review our benefits
• Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent.
• Contact the hiring agency for more information on the specific benefits offered.

What This Job Offers

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