Administrative Support Assistant (OA)

Full Job Description

The Tennessee Valley Healthcare System is looking for an Administrative Support Assistant (OA) to join the team.

The Administrative Support Assistant (OA) is located in the office of the Chief of Surgical Service and reports to the Supervisory Health System Specialist.

The Administrative Support Assistant (OA) performs a broad range of clerical and administrative tasks for the designated clinical sections of the Medical Service.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/23/2026.

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-6 position you must have served 52 weeks at the GS-5. 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 experience as described below: GS-06 Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-5 in the normal line of progression for the occupation in the organization.

Specialized experience is defined as: manage an office budget track and compile data for reporting purposes use software applications (email, spreadsheets, databases) compose and edit correspondence and reports maintain suspense files ensuring deadlines are met maintain calendars, appointments and schedules coordinate conferences and meetings monitor office supplies and equipment Proficiency Requirement: In addition to meeting time in grade and experience requirements, applicants for this position must show possession of the following skills: 40 words per minute typing speed.

Preferred Experience: Working in a medical setting, excellent customer service, ability to multi-task and skills with Microsoft word and excel.

You will be rated on the following Competencies for this position: Clerical Customer Service Interpersonal Skills Organizational Awareness Self-Management Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social).

Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment.

You will receive credit for all qualifying experience, including volunteer experience. Note: A full year of work is considered to be 35-40 hours of work per week.

Part-time experience will be credited on the basis of time actually spent in appropriate activities.

Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment.

Physical Requirements: The work is primarily sedentary. Typically, the employee sits comfortably to do the work.

However, there may be some walking, standing, bending, carrying of light items such as papers, books, small parts, or driving an automobile, etc.

No special physical demands are required to perform the work.

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:

The Administrative Support Assistant (OA) participates actively in the management of the designated clinical sections by performing routine administrative and miscellaneous clerical work.

Based on a good working knowledge of the organization and under the supervisor's direction, the incumbent resolves problems associated with the administrative and clerical work of the office.

The assignments include general office support for the Section Chiefs and clinical staff by assisting in coordination of patient care activities and clerical support of the programs offered by the service.

Major duties for the Administrative Support Assistant (OA) include (but are not limited to): Provide staff services in administrative areas to surgery staff through clerical support.

Collect, compile and track data and statistical information in the support of surgery service including credentialing support.

Perform a wide variety of clerical, program, administrative and technical duties in support of management with the intent of accomplishing the administrative requirements of the organization to which assigned.

Upkeep historical files, organizational charts and staff personnel files. Answer/screen telephone calls and answer inquiries from stakeholders.

Display excellent customer service skills when dealing with staff, co-workers, applicants, supervisors, management and the general public. Assist the ADPAC as needed for the surgical service.

Assists with Educational and Travel Requests for surgical staff. Assists with training and travel requests forms as needed in an expeditious manner.

Creates and reviews correspondence for accuracy, completeness and proper attachments, edits letters and reports, publications, regulations, policies and directives.

Creates and reviews forms as needed for the front desk. Assists in preparation of presentations and proposals.

Process incoming/outgoing materials including correspondence, reports and memorandums and other forms of written communication.

Maintains and secures all six-part folders for all CLAS assigned employees.

Maintain control records on incoming and outgoing correspondence, action documents and follow up on work in process to ensure timely reply or action.

Maintain system of files, both electronic and manual, of correspondence, publications, directives and station policies.

Provide clerical support such as maintaining calendars, record appointments, arrange for meetings etc.

Work Schedule: Monday-Friday 8:00am-4:30pm CST Telework: This position may be authorized for Ad-Hoc telework only. Telework eligibility will be discussed during the interview process.

Virtual: This is not a virtual position.

Position Description/PD#: Administrative Support Assistant (OA)/PD04933A Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Authorized Permanent Change of Station (PCS): Not Authorized