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Administrative Support Assistant
Veterans Health Administration · Posted 7 days ago
On-site Portland, OR $54K – $71K Apply by Jun 8, 2026 Miscellaneous Clerk And Assistant ESFJESTJISFJISTJ
Apply for this job → About the Role
This position is located in the Division of Hospital and Specialty Medicine (DHSM) Office in Portland VAMC. The employee reports to the SAS/Administrative Business Manager and provides primary administrative support to the division directors, committees, and staff to include planning, organization, and support of DHSM programs such as Gastroenterology/Endoscopy, General Interna Medicine, Geriatrics, Hospital Medicine, Nephrology, Pulmonary, etc.
What You'll Do
- →Duties and responsibilities: The incumbent works in a highly independent capacity to perform administrative work, which includes management of the Director's schedules and day-to-day plans.
- →The incumbent provides administrative support to the 3 DHSM Directors and 11 section Chiefs in Cardiology, Pulmonary, Gastroenterology, General Medicine, Hospital Medicine, Geriatrics, Infectious Disease, Rheumatology, Nephrology, and Endocrinology.
- →The incumbent identifies schedule/time required, estimates resource required.
- →Develops plans or schedules using standard references and existing information.
- →Assists and updates office documents, standard operating procedures and related materials.
- →Reviews, analyzes and evaluates the accomplishments of various office administrative functions, such as records management, reports control, form control and administrative standard operating procedures Advise personnel on proper maintenance and control of records.
- →Periodically surveys records maintained throughout the assigned divisions for compliance with established regulations and procedures, noting deficiencies, inadequate or underutilization of filing cabinets and other file storage equipment.
- →Initiates actions to correct deficiencies.
- →Certifies multiple fund control points in OLCS and will track contract expenditures and transactions.
- →Acts as a liaison with persons and/or groups within and outside of an organization or office.
- →Maintains communications with persons and groups from both within and outside the organization.
- →Process, edit, and format incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written communication including the following: edit letters, compose letters, and reports; review correspondence for accuracy and completeness; and develop standard or form letters; and reply to inquiries.
- →Routinely collects, compiles and tracks data on staff performance measures such as meeting attendance, training, timekeeping, and generates reports.
- →Work Schedule: Monday - Friday, 7:30am - 4:00pm or 8:00am - 4:30pm, PST Virtual: This is not a virtual position.
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 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 period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.
- ✓There is no educational substitution at this grade level.
Personality Fit
Job ID: f73c3119-2106-41f8-a7bc-5cda0364e07c
Posted via USAJobs