Administrative Support Assistant

Administrative Support Assistant This position is located in Nursing Professional Services (NPS) Administrative Office, VA Portland Health Care System (VAPORHCS) and is the primary administrative assistant to the Associate Chief Nurse Executive (ACNE). The NPS Administrative Office is responsible for the oversight of professional nursing practice for over 1400 nursing professional staff working throughout 5 Strategic Business Units (SBU), including 18 divisions, providing nursing care at 13 sites. This position involves a multi-grade career ladder. The major duties listed below represent the full performance level of GS-07, however a selection can be made at any of the following grade levels: GS-06 & GS-07. At the GS-06 grade level, you will progressively acquire the background necessary to perform at the full performance level of GS-07. Major Duties: Works in a highly independent capacity to perform administrative work, which includes management of the Associate Chief Nurse Executive (ACNE) schedules or day-to-day plans. Develops plans or schedules using standard references and existing information. Assists and updates office documents, standard operating procedures and related materials. Reviews, maintains and disseminates technical reports received for actions. Schedules appointments, coordinates meetings, and/or schedules conferences for Deputy Director for Patient Care Services (DDPCS), Associate Chief Nurse Executive (ACNE), and Director Chief Nurse Executive (DCNE). Attends meetings, prepares meeting minutes, and independently follows up on action items with appropriate staff members on behalf of Nursing. Establishes and maintains files of correspondence and other documents related to investigations, performance appraisals, and other sensitive confidential matters. Serves as a POC for travel and Tuition requests for Nursing Advises management on the practical and technical aspects of office administration, purchasing, personnel administration, data processing and files management and performs support work in each of these areas. Maintains communications with persons and groups from both within and outside the organization. Receives and directs callers and visitors to the appropriate staff member. Processes, edits and formats incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written communication including the following: edits letters; composes letters and reports; reviews correspondence for accuracy and completeness; and develops standard or form letters; and replies to inquiries. Screens the incoming correspondence for matters that can be handled on behalf of the executives, and refers items, to the appropriate staff for attention. Routinely collects, compiles and records data for staff performance measures such as meeting attendance, TMS training, and timekeeping, and generates reports. Serves as the primary SharePoint site manager for all nursing sites including: providing access, creating new pages, updates, maintenance, and assignment of site permissions Serves as the DAISY Program Administrator Promotion Potential: 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. Work Schedule: Monday to Friday, 7:30 am - 4:00 pm PST Virtual: This is not a virtual position. Position Description/PD#: Administrative Support Assistant/ PD216750 and PD216760 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Physical Requirements: The work is mainly sedentary; but may require, walking, stair climbing, bending, stooping and carrying lightweight documents, and repetitive use of the keyboard as part of daily activities. Stamina and concentration to meet crucial deadlines are required. Keen hearing and distinct speech are essential due to the extensive use of the telephone as a means of communication. There may be a certain amount of mental strain due to time constraints and frequent reviews and surveys. The employee must be able to handle stress of meeting deadlines and the time constraints placed on him/her. The work does not require any special physical effort or ability. You must be a U.S. Citizen to apply for this job. To be considered for this position, you 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. The assessment includes a cut score based on the minimum level of required proficiency in these critical general competencies. You must meet or exceed the cut score to be considered. You will not be considered for the position if you score below the cut score of tail to complete the assessment. Selective Service Registration is required for males born after 12/31/1959. 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. In determining if your employment advances the public interest, we may consider: your performance and conduct; the needs and interests of the agency; whether your continued employment would advance organizational goals of the agency or the Government; and whether your continued employment would advance the efficiency of the Federal service. Upon completion of your probationary period period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest. To qualify for this position, applicants must meet all requirements within 30 days of the closing date of this announcement, 03/11/2026. You may qualify based on your experience and/or education as described below: Specialized Experience GS-6: You must have one year of specialized experience equivalent to at least the next lower grade, GS-05 Specialized experience includes: update office documents, standard operating procedures (SOP) and related materials; point of contact for travel and tuition requests; retrieve data, create queries, gather information from various data sources, and develop reports; maintain tracking logs for action items, department suspense items, and transaction records; utilization of Microsoft software package (Outlook, Word, Excel, and Access) to prepare for presentations, workshops and conferences; ensures accurate transmission of data and manage multiple SharePoint sites. Specialized Experience GS-7: You must have one year of specialized experience equivalent to at least the next lower grade, GS-06. Specialized experience includes: Initiate purchases, including sole source procurement and catalog purchases; point of contact for travel and tuition requests; event planning on and off site, prepare agendas, and make arrangements for committee retreats and other meetings; manages SharePoint sites by creating new pages, site maintenance, assigning site permissions, uploading documents making page design changes, creating files and folders, and removing documents no longer needed or expired; drafts, transcribes, proofreads, edits and maintains correspondence, reports and meeting minutes; retrieve data, create queries, gather information from various data sources, and develop reports; maintain tracking logs for action items, department suspense items, and transaction records; utilization of a variety of Microsoft software to prepare graphics, slides, tables, and graphs for presentations. Your qualifications will be evaluated based on your application materials (e.g., resume, supporting documents), your responses on the application questionnaire, and your responses to all assessments required for this position. You will be assessed on the following Competencies for this position: Accountability Attention to Detail Customer Service Decision Making Flexibility Integrity/Honesty Interpersonal Skills Learning Reading Comprehension Reasoning Self-Management Stress Tolerance Teamwork

Created: 2026-03-09