Administrative Support Assistant

Summary

The position is aligned under the Office of the Associate Director for Patient Care Services/Nurse Executive (ADPCS/NE) within Nursing Service at the San Diego VA Medical Center (VAMC). The Nursing Service is the largest service in the facility, comprised of over 970 clinical and administrative employees. The service collaborates in a team-oriented, customer-driven, professional environment to develop new models of care that emphasize prevention and improve access and coordination of care.

Duties

• The duties include but are not limited to: Performs work involving the collection, compilation, and/or tracking of data and statistical information in support of the Nursing Services Leadership. Uses database applications to extract information to prepare/assist in preparation of reports. Reviews documents, reports, and/or applications for omissions and inconsistencies, and ensures data entry is complete and accurate. Assembles data for use of the Chief Nurses in conferences and prepares appropriate information packets. Distributes forms and instructions to service supervisors for completion of annual performance reviews/proficiency reports; sends deadline reminders as necessary; compiles reports and reviews for inclusion of required information and performs scheduling of workgroups and boards, etc. Processes budgetary transactions for assigned appropriated funds, reimbursable travel, and transportation accounts; maintains responsibility for tracking of fund control points related to PSIC/ASP. Prepares and assembles various data, including narrative and statistical materials into reports, charts, etc., that are provided for justification of the budget or for other administrative uses. Verifies that obligation and expenditures occur on a timely basis in accordance with the annual work plan and that regulatory controls are within amounts programmed; reports irregularities to higher level leadership, as necessary. Uses different solicitation methods, ordering or reporting procedures, purchasing methods, or clauses and provisions depending on the type, quantity, dollar value, or urgency of the requirement. Prepares management correspondence on own initiative where format and subject matter are guided by precedent. Reviews incoming mail, reports, inter-office memoranda, etc., calling to the attention of the Chief Nurses of assigned areas, new policies and procedures, as well as changes to existing policy, and other pertinent information. Submits work orders and key requests, maintaining records and ensuring follow-up and completion on pending requests. Manages nursing general budget and purchases supplies for the service. Work Schedule: Monday through Friday, 8:00AM to 4:30PM. Position Description Title/PD#: Administrative Support Assistant/PD12899O Physical Requirements: The work is primarily sedentary in nature. However, it may also require some walking and standing throughout the course of a normal workday. Some lifting of boxes and supplies, with bending, stooping and overhead reaching will be required (e.g. carrying/relocating such items as boxes of supplies). The incumbent uses a keyboard and telephone extensively during their normal daily activities.

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement. GS-06 grade level: One year of specialized experience (equivalent to the GS-05 grade level in the federal service); experience that equipped the applicant with the particular knowledge, skills and abilities (KSA's) and other characteristics to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled, in the normal line of progression for the occupation in the organization. Specialized experience includes: Performing a full range of administrative support for an office; receiving visitors and phone calls. Reviewing all incoming and outgoing correspondence; scheduling appointments and meetings. Preparing a range of correspondence and reports; assists in human resources recruitment activities. Maintains and records data for performance improvement projects and collates data with a minor amount from chart extraction. Assists in production and compilation of training manuals and brochures, posters, and other training aids, and obtains equipment, training films and other visual aids. Preferred Experience: Experience with Adobe, Excel and Microsoft Suites. 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.

Requirements

You must be a U.S. citizen to apply for this job Subject to a background/suitability investigation Selective Service Registration is required for males born after 12/31/1959 A complete application package; Resume, Transcripts, etc. is required 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. Upon completion of your probationary period (OR INSERT "trial period"), your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest. As a condition of employment for accepting this position, you will be required to serve a 1-year probationary 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 or trial period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

Education

There is no educational substitution for the GS-06 level.

How to apply

All applicants are encouraged to apply online. To apply for this position, you must complete the occupational questionnaire and submit the documentation specified in the Required Documents section. The complete application package must be submitted by 11:59 PM (EST) on 09/11/2026 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/13050849. 1. To begin, click Apply Online to create a USAJOBS account or log in to your existing account. Follow the prompts to select your USAJOBS resume and/or other supporting documents and complete the occupational questionnaire. 2. Click Submit My Answers to submit your application package. Beginning September 27, 2025, Federal agencies will only accept resumes up to two pages in length to comply with the Merit Hiring Plan. Resumes longer than two pages will result in ineligibility for further consideration for the position. USAJOBS will not allow you to upload or build resumes longer than two pages, and you will need to update the resumes in your profile before applying for a job. Resumes should include information relevant to the knowledge, skills, abilities, and competencies of the position to which you are applying. VA is unable to make assumptions about qualifications if not clearly listed. Resumes must be legible so they can be reviewed for eligibility, minimum qualifications and other position requirements listed in the job announcement. Your resume must be 5MB or less. We recommend saving and uploading your resume as a PDF to maintain formatting and number of pages. We also accept GIF, JPG, JPEG, PNG, RTF, TXT, PDF, ODT or Word (DOC or DOCX). We do not accept PDF portfolio files. We recommend using a sans-serif font size like Lato, if available. Other widely available options are Calibri, Helvetica, Arial, Verdana, Open San Source Sans Pro, Roboto or Noro Sans. Make your page margins 0.5 inches. Consider using 14-point size font for titles and 10-point for the main text in your resume. The resume builder can help you create a resume using these recommendations and uses the information in your USAJOBS profile to help you get started. Helpful Hints for Creating a Two-Page Resume: Prioritize most relevant and recent experience Use concise, results focused language Align language from the job announcement Focus on demonstrating skills and competencies Remove outdated or unrelated experience Use the USAJOBS resume builder Additional guidance on this new requirement and resume building tools can be found at: https://help.usajobs.gov/faq/application/documents/resume/page-limit https://www.opm.gov/policy-data-oversight/hiring-information/merit-hiring-plan-resources/applicant-guidance-on-the-two-page-resume-limit/