Admin Support Assistant

Executive Administrative Assistant

The incumbent functions as an executive administrative assistant and provides administrative and support to the leadership team at the VA Western NY HCS. Assistance will mainly support the Chief of Staff and the Associate Director of Patient Care Center. The positions will be seated within the Buffalo VA Medical Center, with the possibility of occasional travel to the Batavia, NY Facility as needed.

Responsibilities include:

• Receiving calls and visitors to the Director's office, referring to staff members and forwarding to the Pentad calls or visitors requiring his/her attention.
• Maintaining the Pentad's calendar, scheduling appointments, committing them to attendance at meetings and conferences without prior approval.
• Arranging conferences and meetings for the Pentad by selecting time and place, notification of participants and all other related details.
• Taking and transcribing minutes of meetings, preparing the agenda, coordinating information and preparing material to be discussed for various committees.
• Electronically maintaining timecards for the Pentad and his/her subordinate offices and assuring the electronic certification of timecards by the Pentad.
• Reading and reviewing all incoming correspondence to the Director's Office, determining proper action.
• Preparing routine correspondence for the Pentad.
• Reviewing outgoing correspondence and reports prepared by administrative and clinical services, ensuring proper format, mathematical correctness, correct grammatical content, ascertaining that all necessary coordination of facts has been completed.
• Reading directives and instructional material pertaining to administrative practices and clerical procedures in order to be aware of new, revised or amended procedures for such matters as preparation and processing of correspondence, reports and forms, filing, mailing procedures, etc.
• Preparing the Pentad and his/her subordinate staff's correspondence for the signature of the Director and maintaining records and files for the Pentad.
• Assisting with preparation of documents for complex action items, administrative assistance with remediation actions and administrative support on facility improvement projects with limited direction.
• Performing other duties as assigned.

Work Schedule: Monday through Friday 8:00am- 4:30pm Virtual: This is not a virtual position.

Position Description/PD#: Admin Support Assistant/PD26146A

Requirements:

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.

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.

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.

Qualifications:

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/18/2026. Time-In-Grade Requirement (TIG): Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement. For a GS-07 position you must have served 52 weeks at the GS-05. The grade may have been in any occupation, but must have been held in the Federal service.

You will be rated on the following Competencies for this position:

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

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.

Note: 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.

Physical Requirements: The work places no special physical demands on the employee. The work includes some walking, standing, bending and carrying of light items such as books and papers.

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.

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.

Receiving Service Credit for Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. This credited service can be used in determining the rate at which they earn annual leave.

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.