Administrative Support Assistant

Administrative Support Assistant (OA) is organizationally aligned under the Pathology and Laboratory Medicine Service (P&LMS) at the South Texas Veterans Health Care System (STVHCS) and performs a wide range of administrative, program support, personnel, budget, supply, and office management duties in support of the Chief, Administrative Officer, Laboratory Manager, and professional staff within P&LMS.

Duties include but are not limited to: Serves as primary timekeeper and subject matter resource for the VA Time and Attendance System (VATAS) for P&LMS employees and maintains timekeeping recordsfor contract and trainee personnel. Initiates, tracks, and processes personnel actions including appointments, onboarding, training requests, faculty appointments, privileging documentation, and renewal actions. Coordinates continuing education and Talent Management System (TMS) compliance records to ensure adherence with accreditation and training requirements. Provides administrative coordination for travel requests, conference attendance, education requests, tuition support documentation, and SF-182 processing. Maintains provider credentialing, privileging, OPPE/FPPE documentation, provider specific folders, and related records in compliance with Joint Commission (TJC), College of American Pathologists (CAP), Office of Inspector General (OIG), FDA, CLIA, and VA requirements. Maintains calendars and schedules for supervisory and professional staff, coordinating meetings, conferences, deadlines, and administrative follow-up actions. Screens telephone calls, visitors, correspondence, and inquiries, independently resolving routine matters and referring complex issues to appropriate staff. Attends meetings, records minutes, tracks action items, and follows up on assigned suspense items to ensure timely completion. Develops, organizes, maintains, and updates administrative filing systems, office procedures, organizational charts, callback rosters, reference materials, accreditation files, and administrative records. Serves as liaison between P&LMS and internal/external stakeholders including Human Resources, Education Service, Fiscal Service, Logistics, affiliated academic institutions, contractors, accrediting agencies, and other clinical services. Serves as inventory management support assistant for P&LMS and maintains accountability records for government-owned equipment, supplies, and related assets. Coordinates equipment inventories, reconciles discrepancies, tracks equipment status, and assists with equipment turn-in and replacement actions. Maintains supply ordering records, shipment tracking information, invoices, and procurement documentation. Work Schedule: Monday - Friday 7:30am to 4:00pm Telework: Available on a Ad-hoc basis. Position Description Title/PD#: Administrative Support Assistant/PD008320 Physical Requirements: The work is primarily sedentary; however, the position may require some walking, standing, bending, carrying files or supplies, and prolonged computer use. The work is performed primarily in an office and hospital environment involving normal risks and safety precautions associated with an administrative setting.

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 (OR INSERT "2-year trial 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.