Administrative Support Assistant

Full Job Description

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.

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.

Note: Experience must be fully documented on your resume and must include job title, duties, month & year starting and year ending dates AND hours worked per week.

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.

Note: Experience must be fully documented on your resume and must include job title, duties, month & year starting and year ending 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/.

Major Duties:

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 (DDCPS), 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.