Administrative Assistant

Quick Facts

• Role: Administrative Assistant (Executive Director’s Office)
• Schedule: Monday–Friday, 8:00 A.M. to 5:00 P.M.
• Telework/Virtual: Not a virtual position
• Promotion potential: May be promoted to full performance level without further competition if all requirements are met

Description

Provide comprehensive administrative support to executive leadership and service lines by coordinating and overseeing administrative activities to ensure effective operation of medical center services. Serve as principal advisor on policies, programs, and operational matters; coordinate executive schedules, meetings, travel, expenses, and office coverage; and support training, customer service, disaster preparedness, and performance-improvement activities. Act as the primary Automated Data Processing Applications Coordinator and an HR liaison for staffing and personnel actions, while supporting procurement and budget execution and producing complex reports and recommendations.

Responsibilities

• Advise executive leadership and service lines on policies, programs, and operational matters
• Develop recommendations, reports, briefings, correspondence, and management controls to improve workflows and accountability
• Coordinate executive schedules, priorities, meetings, travel, expenses, office coverage, and administrative support
• Orient and mentor new clerical staff; support training, customer service, disaster preparedness, and performance-improvement activities
• Manage Automated Data Processing Applications: access requests, work orders, distribution groups, and basic technology support
• Maintain documentation for accreditation readiness, audits, inspections, and external reviews
• Act as Human Resources liaison: monitor staffing plans, vacancies, recruitment, retention, onboarding, credentialing, personnel actions, and organizational charts
• Handle sensitive personnel and labor-management information with discretion; maintain complete records and timely audit trails
• Analyze staffing, workload, productivity, patient flow, quality, financial, and operational data to identify trends and recommend improvements
• Lead cross-functional projects and workgroups with clinical, administrative, and executive stakeholders
• Prepare complex reports for internal leaders and external oversight organizations
• Manage procurement activities: purchase requests, proposal evaluations, cost analyses, vendor communications, property records, and Contracting Officer’s Representative duties
• Support budget formulation and execution: monitor fund control points and expenditures; analyze financial performance

Requirements

• U.S. citizenship
• Complete required application steps and an online assessment
• Subject to urinalysis testing if tentatively selected
• Selective Service registration required for males born after 12/31/1959
• Background/security investigation required
• Complete online onboarding and provide acceptable REAL ID-compliant identification where required
• Seasonal influenza vaccination program participation required
• Serve a 1-year probationary period or 2-year trial period (as applicable) with performance evaluation
• Qualifications by closing date: one year of specialized experience (equivalent to at least GS-05) OR one full year of graduate education OR a qualifying combination of education and experience
• For current Federal employees: meet time-in-grade requirements

Benefits

Comprehensive federal benefits package for eligible employees and their families (eligibility depends on position type).