Administrative Support Assistant (OA)

Full Job Description

The Administrative Support Assistant reports to the Chief, Surgical Service at the Malcom Randall Department of Veterans Affairs Medical Center is responsible for the efficient organization of the Operative Line/Surgical Administration office and office of the Chief.

Serves as the primary point of contact for the Podiatry Residency Program for staff, residents, trainees, and external stakeholders.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/18/2026.

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-7 position you must have served 52 weeks at the GS- 6. 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.

Typing Requirement: This position has a typing requirement of 40 words per minute.

Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-6 in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include, but are not limited to: Provide clerical support services, that may include providing information about the office, its functions, and standard operating procedures.

Maintain high level computer skills (i.e., word processing, file management, VISTA, Excel) and communication tools such as MS Outlook.

Filing of documents daily and Type & distribute minutes of meetings. Provide clerical support service that includes writing and review of policy and standard Operating Procedures.

Notifies appropriate staff/monitors scheduled activities and notifies appropriate sections. Frequent contact with service chiefs, administrative officers, etc., throughout the medical centers.

Act as Records Liaison You will be rated on the following Competencies for this position: Administration and Management Communications Manages and Organizes Information 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 in an office setting where only light physical exertion is required.

Physical dexterity is required in the operation of the computer, calculator, and copy machines.

Must be able to concentrate for long periods; performs numerous tasks at one time; maintain accuracy and concentration during frequent interruptions.

May be required to walk to other offices or other parts of the medical center or occasionally attend meetings outside the Medical Center.

Some walking, standing, bending and carrying of light items such as books and papers will be required for filing or delivery of reports and other materials, filing, etc.

Work Environment: The work is normally conducted in an office setting, and is adequately lighted, heated, cooled, and ventilated.

Some travel may be required within the health care system, locally and nationally. Typically, the work place is hazard-free, not requiring any special clothing or equipment.

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:

Major duties include, but are not limited to: Coordinate onboarding and offboarding of podiatry residents, including orientation schedules, VA access, mandatory training, fingerprinting, and equipment assignments.

Maintain resident rotation schedules and ensure compliance with VHA clinical supervision requirements.

Track resident duty hours, leave, moonlighting documentation, and other accreditation-related records.

Assist residents with travel arrangements, reimbursement claims, and conference/education approval paperwork.

Maintain program records required by CPME (Council on Podiatric Medical Education), OAA (Office of Academic Affiliations), and local facility policies.

Support preparation of CPME accreditation reviews, site visits, and documentation requests.

Maintain accurate resident evaluations, case logs, procedure logs, competencies, and performance documentation.

Ensure compliance with VA privacy, credentialing, licensure tracking, and educational affiliation agreements.

Receiving and reviewing incoming correspondence, publications, regulations and directives that pertain to Operative Care Line/Surgical Service.

Determining those that can be acted upon personally and taking necessary action.

Typing correspondence for action/follow-up/reports initiated by the Chief, Operative Line/Surgical Service, including letters to congressmen, the VISN, Director's office, UF departments, other services, referring physicians, patients, proficiency reports, awards, progress reports, etc.

Responding to inquiries in their areas of responsibility and to administrative matters and keep the Chief, Operative Line/Surgical Service informed regarding the status of these issues.

Maintaining roster of house staff physicians, call schedules for after regular hours and on weekends and holidays.

Preparing and updating surgical special pager list and is responsible for ensuring accuracy for on call rotations for all sections.

Issuing/maintaining updated list of all keys issued to surgical service staff and also preparing and issuing keys to new staff as deemed appropriate.

Obtaining and monitoring the use of services, supplies/equipment for Surgical Service (both Gainesville and Lake City).

Maintaining the time and leave for three T&Ls and serving as backup to the other timekeepers for the remaining fourteen T&Ls.

Participating fully in the development of new or revised internal standard operating procedures.

Providing general clerical public contact support services such as answering the telephone, referring visitors, or providing information about the office, its functions, and standard operating procedures, as well as similar information.

Interacting with all services at the medical center and its affiliate, both on professional and administrative levels..

Maintain computer skills (i.e., word processing, file management, VISTA programs, Excel spreadsheets) and communication tools such as MS Outlook. Will accurately collect, enter, and manage data.

Participating in performance improvement activities related to the program quality improvement process and offers performance improvement advice to program staff.

Maintaining calendar and scheduling appointments/meetings on own initiative. Reminding supervisor of appointments, and when required, briefing them on matters to be considered.

Work Schedule: 8:00am to 4:30pm, Monday through Friday Virtual: This is not a virtual position.

Position Description/PD#: Administrative Support Assistant (OA)/PD04989A Relocation/Recruitment Incentives: Not Authorized