Administrative Support Assistant

Veterans Health Administration • San Antonio, TX

1d • Hybrid

About The Position

The Administrative Support Assistant (OA) is aligned under the Pathology and Laboratory Medicine Service (P&LMS) at the South Texas Veterans Health Care System. The role provides administrative, program, personnel, budget, supply, and office-management support to the Chief, Administrative Officer, Laboratory Manager, and professional staff. Work is scheduled Monday through Friday, 7:30 a.m. to 4:00 p.m. Telework may be available on an ad-hoc basis.

Requirements

• Must be a U.S. citizen.
• Must meet the specialized experience requirement: one year of experience equivalent to at least the next lower grade GS-4, including relevant administrative support, office management, clerical, clinical-service, personnel, timekeeping, travel, records-management, budget, procurement, inventory, or supply-management knowledge; OR qualify through education or a combination of education and experience.
• Education substitution: four years of education above high school; combination of qualifying post-high-school education and experience may also be used as described in the announcement.
• Knowledge of medical terminology and laboratory operations sufficient to support pathology and laboratory administrative functions.
• Selective Service registration is required for males born after December 31, 1959.
• Subject to a background/suitability investigation and a one-year probationary period.
• Must submit a complete application package, including resume and transcripts as applicable, and complete online onboarding if selected.
• Must meet VA health-care personnel seasonal influenza vaccination requirements or obtain an allowed medical or religious exemption; masking is required when an exemption is granted.
• Required competencies include accountability, administration and management, attention to detail, clerical skills, customer service, decision making, flexibility, integrity/honesty, interpersonal skills, learning, information management and organization, reading comprehension, reasoning, self-management, stress tolerance, and teamwork.

Responsibilities

• Serve as the primary timekeeper and subject matter resource for the VA Time and Attendance System (VATAS) for P&LMS employees; maintain timekeeping records for contract and trainee personnel.
• Initiate, track, and process personnel actions, including appointments, onboarding, training requests, faculty appointments, privileging documentation, and renewals.
• Coordinate continuing education and Talent Management System (TMS) compliance records to support accreditation and training requirements.
• Coordinate travel requests, conference attendance, education requests, tuition-support documentation, and SF-182 processing.
• Maintain provider credentialing, privileging, OPPE/FPPE documentation, provider-specific folders, and related records in compliance with applicable requirements.
• Maintain calendars and schedules for supervisory and professional staff; coordinate meetings, conferences, deadlines, and administrative follow-up.
• Screen telephone calls, visitors, correspondence, and inquiries; resolve routine matters independently and refer complex issues to appropriate staff.
• Attend meetings, record minutes, track action items, and follow up on assigned suspense items.
• Develop, organize, maintain, and update filing systems, office procedures, organizational charts, callback rosters, reference materials, accreditation files, and administrative records.
• Liaise between P&LMS and internal and external stakeholders, including Human Resources, Education Service, Fiscal Service, Logistics, academic institutions, contractors, accrediting agencies, and other clinical services.
• Support inventory management and maintain accountability records for government-owned equipment, supplies, and related assets.
• Coordinate equipment inventories, reconcile discrepancies, track equipment status, and assist with equipment turn-in and replacement actions.
• Maintain supply-ordering records, shipment tracking information, invoices, and procurement documentation.

Benefits

• Federal employee benefits package; specific benefits depend on position type and eligibility.
• VA may grant eligible newly appointed federal employees credit for qualifying job-related non-federal experience or active-duty uniformed military service when determining annual leave accrual, subject to prior approval.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED