Administrative Support Assistant
What you'd do
This position specializes in clinical operations, business analysis, and development across a wide range of complex activities in the VA and provides administrative support and staff assistance to the QPS programs, including Infection Prevention, External Peer Review Program, Risk Management, Patient Safety, Continuous Readiness, High Reliability Organization (HRO), and Strategic Analytics for Improvement and Learning (SAIL), relieving the QPS programs of administrative responsibilities.
Major duties
Policy Coordination Assists with drafting, revising, and interpreting complex policies to ensure full alignment with current VA directives, federal regulations, and accreditation standards. The incumbent systematically organizes and manages policy review processes by collecting input from subject matter experts, tracking timelines, and facilitating efficient progression from draft to final approval. Conducts thorough research and analysis of existing and proposed policies, synthesizing findings into clear and concise reports or executive summaries for leadership consideration. Actively monitors policy implementation and compliance, utilizing available databases and tracking mechanisms to identify gaps and areas for improvement. When deficiencies are noted, the incumbent provides actionable recommendations for corrective measures and supports the efforts to achieve sustained compliance. Responsible for developing user-friendly training materials and educating staff regarding new or revised policies, ensuring clear understanding across all levels of the organization. Maintains thorough documentation of all policy-related activities, including drafts, approvals, and final published versions, and is responsible for preparing regular updates and reports regarding the status of policy projects, compliance metrics, and any emerging issues. Organization and Administrative Support Advises the QPS service lines on quality business practices, healthcare delivery services, and support services, including presentation and analysis of data. Provides significant support and input for facility goals, including the collection of required data, and the establishment of details strategies. Incumbent coordinates with the QPS service lines to deliver requirements and information needs. Responsibilities include coordination of reports and projects, facilitation of associated task group meetings and preparation of correspondence and reports. Analyzes diverse aspects of the overall health system operations to identify means of improvement, efficiency and effectiveness as well as the use of resources. Within capacity of the Quality and Patient Safety service lines, develops written communication for the QPS Staff, to include but not limited to, correspondence, actions, and program evaluations such as access and efficiency assessments, position/option papers, policy statements and reports that are provided to multiple stakeholders to include internal and external customers such as employees, VISN and VACO representatives, Congressional delegates, and Veteran Service Organizations (VSO's). Coordinates onsite visits and audits from internal and external accrediting agencies. Plays a central role in developing and coordinating internal review systems and facility self-analysis to ensure that both clinical and administrative activities are compliant with agency and accrediting and regulatory requirements. Serves as the Quality and Patient Safety Records Liaison. Works with compliance to ensure sensitive quality and risk management records are handled according to policy. Develops the need for and maintains an awareness of available resources and makes recommendations to Quality and Patient Safety service lines. Responsible for formulation and execution of annual budget including salaries, travel, supplies, equipment and all other general operating expenses. Gathers and analyzes budget needs of QPS service lines and supervises all phases of budgeting within administrative requirements. Practices comprehensive budget oversight, monitoring supply expenditures and providing controls, monitoring commitments, and obtaining additional funding when necessary. Serves as a Human Resources advisor for the service, advising and making recommendations on matters of personnel utilization, and serving as the recruitment subject matter expert. Ensures HR Smart and other HR systems accurately reflect current Service FTEE, etc. Reviews the organization chart and all position descriptions for the QPS and makes recommendations for changes to improve effectiveness and efficiency. Maintains a tracking mechanism and ensures all position descriptions are current. Performs other related duties as assigned. Work Schedule: Monday-Friday; 8:00am-4:30pm Telework: Ad-hoc This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Administrative Support Assistant/PD013250 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized
What you need to qualify
To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 07/07/2026. You may qualify based on your experience and/or education as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-05 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: strong written and verbal communication skills are essential for drafting clear policy documents, preparing educational materials, and providing training. The role requires effective collaboration with interdisciplinary teams, sound judgment, analytical thinking, and discretion when handling sensitive information, skill in continuous quality improvement, team leadership, planning and coordinating cross-departmental efforts, and developing new approaches to assess workload and performance measures, analyze complex problems, provide well-reasoned recommendations, and communicate clearly with stakeholders at all levels, proficiency with office automation tools, spreadsheets, and electronic databases is required for tracking policy status, accessing information, and preparing reports, and knowledge of healthcare delivery systems, professional services, financial and resource management principles. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have (1) full year of graduate level education OR superior academic achievement. (TRANSCRIPT REQUIRED) OR, Combination: Applicants may also combine education and experience to qualify at this level. Possess a combination of education and experience as described above. (TRANSCRIPT REQUIRED) 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/.
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