Administrative Support Assistant

Summary

This position is an Administrative Support Assistant position serves as the principal office assistant performing various administrative and clerical duties in support of the Pathology and Laboratory Medicine Service Chief and the Anatomic Pathology section of the Laboratory.

Duties

• Major duties and responsibilities include: Preparing a wide variety of recurring and nonrecurring official correspondence, reports, research, educational protocols and other documents via information obtained from the Service Chief, staff, files, and other sources. Composing non-technical correspondence such as office procedures, requests for information concerning the organization's programs, letters of acknowledgement, commendation, or notification. Reviewing and processing incoming and outgoing correspondence, reports, and other materials submitted for the Service Chiefs signature. Receiving and screening regulations and directives directed to the service Uses multiple office automation software with varied functions to produce a wide range of documents that often require complex formats, such as graphics or tables within text, editing and reformatting electronic drafts, and updating or revising existing databases or spreadsheets. Utilizes office computer programs such as: Vista, Microsoft Word, Excel, PowerPoint and Outlook to produce documents that may include: surgical pathology cytology reports, committee reports and accession logs. Communicates effectively with all laboratory staff, physicians, nurses and other healthcare workers, patients and family members, and visitors. Maintains automated system of program-specific data to track progress on items such as project milestones, reports, funding accomplishments, compliance strategies. Completes transcription and compiles correspondence as directed and complies departmental manuals at the directions of supervisors. Performs work involving the collection, compilation, and/or tracking of data and statistical information in support of an organization's program operations. Assisting in the planning, review, and reporting of data/statistical results of program/project studies. Reviewing documents, reports, and/or applications for omissions and inconsistencies, and ensuring data entry is complete and accurate Ensuring and generating quality assurance issues pertaining to the service are documented and appropriate follow-up action occurs regarding any problems, or recommendation found or made as a result of the service's quality assurance activities. Collect relevant information from many varied sources, some of which are difficult to access. Maintains automated system of program-specific data to track progress on items such as project milestones, reports, funding accomplishments, compliance strategies. Knowledge of Systemized Nomenclature of Medicine (SNOMED) used for coding surgical pathology and cytology reports Service as a team member and as a team leader to insure changes are relayed to others appropriately. Work Schedule: Monday -Friday, 7:30am - 4:00pm Virtual: This is not a virtual position. Position Description/PD#: Administrative Support Assistant/PD133200 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, 11/04/2026. Time-In-Grade Requirement: Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement. For a GS-07 position you must have served 52 weeks at the GS-6 level. The grade may have been in any occupation, but must have been held in the Federal service. An SF-50 that shows your time-in-grade eligibility must be submitted with your application materials. If the most recent SF-50 has an effective date within the past year, it may not clearly demonstrate you possess one-year time-in-grade, as required by the announcement. In this instance, you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade. Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment. You may qualify based on your Specialized Experience as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-06 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: knowledge of pathology and laboratory services is required, knowledge of personal computer and Vista application software support which supports Pathology and Laboratory and interfaces with other clinical and administrative functions of the medical center, knowledge of VA File-manager, and computer hardware for comprehensive support of existing applications and interface software, knowledge of the Health Care System's mission and operating procedures including information flow and knowledge of interactions which characterize communications within and outside the service in order to integrate new/modified modules into the existing system, knowledge of laboratory procedures and prevailing practices to advise on alternative approaches in problem solving, knowledge with oral and written communication skills in order to train personnel, identify/resolve problems, and prepare reports and instructional materials. Preferred Experience: Experience with and knowledge of Systematized Nomenclature of Medicine (SNOMED) used for coding surgical pathology and cytology reports. Communicate effectively with all laboratory staff, physicians, nurses and other healthcare workers, patients and family members and visitors. Experience and served as a back-up timekeeper for all Pathology and Laboratory Medicine Services. Experience and has served as a credit card holder to purchase necessary supplies or services needed for Pathology and Laboratory Medicine daily functions. Have reviewed documents, reports, and/or applications for omissions and inconsistencies, and ensured data entry is complete and accurate. (Note: Experience must be fully documented on your resume and must include job title, duties, month and year start/end dates and hours worked per week.) 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/.

Education

There is no educational substitution at this grade level.

Requirements

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. Selective Service Registration is required for males born after 12/31/1959 Physical Requirements: The work required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment. A pre-placement physical examination is not required. Subject to background/security investigation Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued identification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment. 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 or 2-year trial 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, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

Grade: GS 7. . Apply by 2026-11-04 on USAJOBS.