Administrative Support Assistant (OA)
What you'd do
The incumbent will be an employee of the Roseburg VA Health Care System (RVAHCS) and will function as a member of the Organizational Excellence Service. The function of the Administrative Support Assistant (ASA) is to perform administrative, analytical, planning, and evaluative work in support of the associated education programs.
Major duties
Major duties include but are not limited to: Provides direct administrative support to several Education initiatives including patient, professional, and employee programs. Assists with organization wide education initiatives including collaborating with other services to arrange for space, audiovisual support, materials, speaker needs, and local marketing. Maintains the facility calendar of education programs, updating it as events unfold. Incumbent anticipates impact of changes such as unannounced surveys and adjusts the calendar accordingly, including making appropriate notification of affected employees and external stakeholders. Provides support to the employee education program elements by serving as an information resource on programs, applicable rules and regulations, and processes for requesting education and associated follow up paperwork. This includes initial management and tracking of budgets associated with physician education (as per current regulatory guidance), employee education (based on prioritization level), discretionary travel associated with employee education, and mandatory travel associated with Director driven initiatives. Employee education initiatives include National Nurse Education Initiative (NNEI), Education Incentive Scholarship Program (EISP), VA Nursing Education for Employees (VANEEP), VA Learning Opportunity Residency (VALOR), Leadership Development Institute (LDI), Core Competency Leadership Series (CCLS), and other succession planning programs at the local, VISN, and national level. Provides direct assistance to employees inquiring about these programs, including demonstrating moderate awareness of each program, eligibility requirements, and appropriate processes for applying. Each program reports to a different Program Office through Central Office and rules and regulations vary across the different programs. Monitors for trends and recommend corrections, with analysis of implications for remainder of the year, to the Designated Learning Officer (DLO) and Connected Care Service Leadership. Provides timely notification to services with virtual distributed budgets for employee education to ensure allocations are not exceeded and opportunities are realized for those services not using their allotment. The incumbent consolidates annual funding estimates from other services based on local and facility wide education needs assessments into an annual budget forecast for the organization; organizes estimates by appropriation, object class, and line item following current budget instructions for each service in a "virtually disbursed" budget; and prepares required supporting documentation for expenditures such as employee travel, training, and office equipment and supplies for the service and assists other program support assistants from other services in preparing these documents. Education funding requirements for the facility are relatively stable from year to year and mirror the adjustments in the overall budget. Work requires an in-depth practical knowledge of the Education Services' activities, operations, and established guidelines relating to workload and expected deliverables, required reporting at the local and VISN levels, records systems, and the budget process for the facility. The work requires skill to independently compile and summarize information and data as noted above, identify inaccuracies or anomalies in the information, and make written recommendations to resolve discrepancies based on interpretation of applicable regulations and procedures as noted above to include executive summary and implications of options for resolution. The employee must extract and analyze a considerable volume of information to arrive at a product that may come from varied sources, different program offices, and cross multiple directives and handbooks. Incumbent anticipates possible documentation needs for programs on the calendar and researches associated material, links (websites), and assists with development of presentations in collaboration with subject matter experts. Creates presentations based on available information and provides near final product for consideration of the presenter. Work Schedule: 7:30 am - 4:00 pm OR 8:00 am - 4:30 pm PST; Monday to Friday Virtual: This is not a virtual position. Position Description/PD#: Administrative Support Assistant (OA)/PD304850 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized
What you need to qualify
To qualify for this position, applicants must meet Minimum Qualification requirements by the closing date of this announcement, 07/27/2026. You may qualify based on your experience and/or education as described below: Minimum Qualifications: 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. Examples of minimum qualifications would typically include, but are not limited to: extract information from various sources to analyze and apply standard interviewing or surveying techniques to resolve issues; use word processing and various software programs to create, modify, and retrieve various types of documents, written correspondence and reports; reviews documents, reports, and/or applications for omissions and inconsistencies; assists in development of informational handouts, brochures, and guideline materials; manage multiple assignments simultaneously. In addition to meeting Minimum Qualifications the following is required: Typing Proficiency: In addition to meeting the experience requirements, you must be able to type at least 40 words per minute. Applicants may meet this requirement by presenting a certificate of proficiency from a school or other organization authorized to issue such certificates or by self-certifying their proficiency. 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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