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Administrative Support Assistant

Department of Veterans Affairs
Veterans Health Administration
Veterans Health Administration

Summary

This position is located in Nursing Professional Services (NPS) Administrative Office, VA Portland Health Care System (VAPORHCS) and is the primary administrative assistant to the Associate Chief Nurse Executive (ACNE). The NPS Administrative Office is responsible for the oversight of professional nursing practice for over 1400 nursing professional staff working throughout 5 Strategic Business Units (SBU), including 18 divisions, providing nursing care at 13 sites.

Overview

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Accepting applications
Open & closing dates
03/06/2026 to 03/11/2026
Salary
$48,927 to - $70,682 per year
Pay scale & grade
GS 6 - 7
Location
1 vacancy in the following location:
Portland, OR
1 vacancy
Remote job
No
Telework eligible
No
Travel Required
Not required
Relocation expenses reimbursed
No
Appointment type
Permanent
Work schedule
Full-time
Service
Competitive
Promotion potential
7
Supervisory status
No
Security clearance
Not Required
Drug test
No
Position sensitivity and risk
Non-sensitive (NS)/Low Risk
Trust determination process
Financial disclosure
No
Bargaining unit status
No
Announcement number
CBSV-12901264-26-EH
Control number
860271300

This job is open to

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Clarification from the agency

ALL US CITIZENS DIRECT HIRE AUTHORITY: This position is being filled using Direct-Hire Authority (5 CFR 337.205) for this occupation.

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Duties

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This position involves a multi-grade career ladder. The major duties listed below represent the full performance level of GS-07, however a selection can be made at any of the following grade levels: GS-06 & GS-07. At the GS-06 grade level, you will progressively acquire the background necessary to perform at the full performance level of GS-07.

Major Duties:

  • Works in a highly independent capacity to perform administrative work, which includes management of the Associate Chief Nurse Executive (ACNE) schedules or day-to-day plans.
  • Develops plans or schedules using standard references and existing information.
  • Assists and updates office documents, standard operating procedures and related materials.
  • Reviews, maintains and disseminates technical reports received for actions.
  • Schedules appointments, coordinates meetings, and/or schedules conferences for Deputy Director for Patient Care Services (DDCPS), Associate Chief Nurse Executive (ACNE), and Director Chief Nurse Executive (DCNE).
  • Attends meetings, prepares meeting minutes, and independently follows up on action items with appropriate staff members on behalf of Nursing.
  • Establishes and maintains files of correspondence and other documents related to investigations, performance appraisals, and other sensitive confidential matters.
  • Serves as a POC for travel and Tuition requests for Nursing
  • Advises management on the practical and technical aspects of office administration, purchasing, personnel administration, data processing and files management and performs support work in each of these areas.
  • Maintains communications with persons and groups from both within and outside the organization.
  • Receives and directs callers and visitors to the appropriate staff member.
  • Processes, edits and formats incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written communication including the following: edits letters; composes letters and reports; reviews correspondence for accuracy and completeness; and develops standard or form letters; and replies to inquiries.
  • Screens the incoming correspondence for matters that can be handled on behalf of the executives, and refers items, to the appropriate staff for attention.
  • Routinely collects, compiles and records data for staff performance measures such as meeting attendance, TMS training, and timekeeping, and generates reports.
  • Serves as the primary SharePoint site manager for all nursing sites including: providing access, creating new pages, updates, maintenance, and assignment of site permissions
  • Serves as the DAISY Program Administrator
Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level.

Work Schedule: Monday to Friday, 7:30 am - 4:00 pm PST
Virtual: This is not a virtual position.
Position Description/PD#: Administrative Support Assistant/PD216750 and PD216760
Relocation/Recruitment Incentives: Not Authorized
Permanent Change of Station (PCS): Not Authorized
Physical Requirements: The work is mainly sedentary; but may require, walking, stair climbing, bending, stooping and carrying lightweight documents, and repetitive use of the keyboard as part of daily activities. Stamina and concentration to meet crucial deadlines are required. Keen hearing and distinct speech are essential due to the extensive use of the telephone as a means of communication. There may be a certain amount of mental strain due to time constraints and frequent reviews and surveys. The employee must be able to handle stress of meeting deadlines and the time constraints placed on him/her. The work does not require any special physical effort or ability.

Requirements

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Conditions of employment

  • 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.
  • The assessment includes a cut score based on the minimum level of required proficiency in these critical general competencies. You must meet or exceed the cut score to be considered. You will not be considered for the position if you score below the cut score of tail to complete the assessment.
  • 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 dentification 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.

Qualifications

To qualify for this position, applicants must meet all requirements within 30 days of the closing date of this announcement, 03/11/2026.

You may qualify based on your experience and/or education as described below:

Specialized Experience GS-6: You must have one year of specialized experience equivalent to at least the next lower grade, GS-05 Specialized experience includes: update office documents, standard operating procedures (SOP) and related materials; point of contact for travel and tuition requests; retrieve data, create queries, gather information from various data sources, and develop reports; maintain tracking logs for action items, department suspense items, and transaction records; utilization of Microsoft software package (Outlook, Word, Excel, and Access) to prepare for presentations, workshops and conferences; ensures accurate transmission of data and manage multiple SharePoint sites. Note: Experience must be fully documented on your resume and must include job title, duties, month & year starting and year ending dates AND hours worked per week.


Specialized Experience GS-7: You must have one year of specialized experience equivalent to at least the next lower grade, GS-06. Specialized experience includes: Initiate purchases, including sole source procurement and catalog purchases; point of contact for travel and tuition requests; event planning on and off site, prepare agendas, and make arrangements for committee retreats and other meetings; manages SharePoint sites by creating new pages, site maintenance, assigning site permissions, uploading documents making page design changes, creating files and folders, and removing documents no longer needed or expired; drafts, transcribes, proofreads, edits and maintains correspondence, reports and meeting minutes; retrieve data, create queries, gather information from various data sources, and develop reports; maintain tracking logs for action items, department suspense items, and transaction records; utilization of a variety of Microsoft software to prepare graphics, slides, tables, and graphs for presentations.Note: Experience must be fully documented on your resume and must include job title, duties, month & year starting and year ending dates AND hours worked per week.


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/.

Education

There is no educational substitution at this grade level.

Additional information

Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.

Reasonable Accommodation (RA) Requests: If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application. Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case-by-case basis. If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision. You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments if you received the link after the close of the announcement. To determine if you need a RA, please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments.

This job opportunity announcement may be used to fill additional vacancies.

The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/.

Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution.

How you will be evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

Your qualifications will be evaluated based on your application materials (e.g., resume, supporting documents), your responses on the application questionnaire, and your responses to all assessments required for this position. You will be assessed on the following Competencies for this position:

  • Accountability
  • Attention to Detail
  • Customer Service
  • Decision Making
  • Flexibility
  • Integrity/Honesty
  • Interpersonal Skills
  • Learning
  • Reading Comprehension
  • Reasoning
  • Self-Management
  • Stress Tolerance
  • Teamwork

USA Hire Assessments include a cut score based on the minimum level of required proficiency in these critical general competencies. You must meet or exceed the cut score to be considered. You will not be considered for the position if you score below the cut score or fail to complete the assessment.

Your experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week. A full year of work is considered to be 35-40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment. IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Overstating your qualifications and/or experience in your application materials or application questionnaire may result in your removal from consideration. Cheating on the online assessment may also result in your removal from consideration.

Resume Reminder - Your resume must include the following information for each job listed:
  • Job title
  • Duties (be as detailed as possible)
  • Month & year start/end dates (e.g. June 2007 to April 2008)
  • Full-time or part-time status (include hours worked per week)
  • Salary/Rank etc.
  • Series and Grade, if applicable, for all Federal positions you have held
  • References, current or recent supervisor
Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience.

During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions.

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