Administrative Support Assistant

Department of Veterans Affairs

The incumbent serves as a Administrative Support Assistant under the supervision of the Administrative Officer, of Nursing Acute Care at VA Palo Alto Health Care System (VAPAHCS), at the Palo Alto Division. The position encompasses a wide range of duties related to the administrative and operational support of a large and complex hospital based service.

• Provides Administrative Support Performs a wide variety of administrative tasks associated with maintaining and supporting the work performed within the organization. Such work includes a variety of administrative functions necessary to the smooth management of an office and ranges from correspondence, information control to tracking and ordering equipment, supplies, and services. In addition, the position may act as the primary liaison between the service and administrative offices outside of nursing. Management of Program Functions Manages nursing administrative functions associated with S&HBS and professional staff. Gathers administrative information regarding these programs and communicates this information via email, written correspondence or presentation at various nursing and facility committees. Exercises control and continuing responsibility for projects, questions, or problems associated with nursing programs, equipment management, personnel actions, and disciplinary actions. Responsible for the ordering of medical equipment with values of up to one million dollars including the preparation of documentation for contracting such as market research, salient characteristics and statements of work. Tracks and documents all administrative activities and requirements for the facility. Develops standard operating procedures for programs used within the service and represents the AO at health care system meetings and committees. Grant/Project Management The incumbent plans and/or accomplishes special projects for the service as well as manages operations relating to an external grant. He/she uses standard approaches to perform a variety of duties related to financial tracking, budget and correspondence for three control points and greater than $400,000. The incumbent sets up controls to monitor expenses during the year; and recommends budget adjustments including restructuring budget allocations or work plans to deal with changing situations such as varying costs for equipment parts, or services, and changes in the availability of funds He/she conducts extensive research and compilation of data from diverse sources in support of service and grant initiatives. Incumbent extracts and assembles information, and develops reports or presentations to present to the grant to prove outcomes or progress to achieve grant initiatives. Work Schedule: Monday to Friday 7:30 am to 4:00 pm Virtual: This is not a virtual position. Position Description/PD#: Administrative Support Assistant/PD06803O Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not approved Permanent Change of Station (PCS): Not Authorized

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