Administrative Support Assistant

Salary: $45,409.00 to $59,031.00 Per Year

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.

Major duties

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. Major duties listed, assumes other duties as needed by services: Office Support & Management 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. Assumes other related duties Equipment, Compliance & Logistics 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. Timekeeping & Attendance 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. Promotional Platforms & Personnel Tracking 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. Financial & Contract Oversight 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. Data Management & Reporting 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. Customer Service & Veteran Satisfaction 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. 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-Friday, 07:30-16:00 Telework: ADHOC Virtual: This is not a virtual position. Position Description/PD#: Administrative Support Assistant/PD06626A 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, 10/19/2026. You may qualify based on your experience and/or education as described below: Specialized Experience: You must have 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. Specialized experience would typically include, but are not limited to: 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 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/.