Program Support Assistant

Summary The Program Support Assistant provides administrative support to the Administrative Officer (AO) for Primary care and the Chief Medical Officer (CMO) at the Victoria Outpatient Clinic (VOPC), Victoria, Texas as well as the Kerrville Medical Center (KMC) for primary care. The support includes memos/correspondence prep, planning & scheduling meetings, routing calls & mail, maintain calendars, complete recruitment packages, serve as a training coordinator and coordinate work order/service calls. Learn more about this agency Duties Answers then evaluates incoming calls for priority then routes calls accordingly. The incumbent is responsible for screening and gathering the proper information to satisfy the call or route calls to the correct subject matter expert to assist with the inquiry. This responsibility includes providing management with appropriate background information in order to properly escalate sensitive matters. Composes and reviews a variety of correspondence and other documentation to include formal letters, memos, studies and briefings for both internal and external use. Calendar duties include scheduling appointments and conferences as instructed or without prior clearance, if warranted. Assist in the coordination of the CMO and AO daily appointments, meetings, conferences, deadlines, and other commitments. Coordinates meetings by ensuring invitations are distributed to those required participants, prepares &publishes agendas and serves as the recorder by taking minutes. Serves as a training coordinator for all clinic and staff and maintains attendance records in the VA education training system. Requests, reports, and records all training received by the clinical staff. Coordinates reoccurring medical education for professional clinic staff. Registers and schedules programs, arranges logistics, notifies staff, reports attendance, records necessary credits for re-privileging, and complies and submits training reports and documentation. Request funds for registration fees and travel expenses, administrative leave, and vouchers for reimbursement. The incumbent maintains time and attendance for approximately 70 VA employees assigned to the KMC and the VOPC. Responsible for the timeliness and accuracy submission of automated timecards in the VA time & attendance systems. Creates leave analysis reports and enters tour of duty changes as they occur or requested by this CMO or AO. Provides required information to the respective STVHCS payroll offices. In the absence of the AO, contacts the property manager as needed to address issues with building maintenance and repair, such as heating, air conditioning, plumbing, lighting, and equipment provided by the building owner for all programs located within KMC and VOPC buildings. Incumbent will assist with equipment requests, utilizing the automated Equipment Tracking Request system in VISTA to place requests for new equipment, equipment moves, new lines, etc. Works with IT and KMC and VOPC personnel to coordinate moves of computers, printers and telephones to ensure minimal interruption of these clinics. Work Schedule: Monday - Friday 8:00-4:30 pm Position Description Title/PD#: Program Support Assistant/PDHA671-00072-0 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Requirements Conditions of employment You must be a U.S. citizen to apply for this job Subject to a background/suitability investigation Designated and/or random drug testing may be required Selective Service Registration is required for males born after 12/31/1959 A complete application package; including 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. 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 , 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 by the closing date of this announcement. GS-06 grade level: One year of specialized experience (equivalent to the GS-05 grade level in the federal service). Specialized experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-05 in the normal line of progression for the occupation in the organization. Examples of specialized experience includes but are not limited to: responsible for providing administrative support; collecting, compiling and tracking data and information; processing documents and reports; establishing, updating and maintaining office files and records; performing automation duties using such software applications such as word processing, spreadsheet, electronic mail, desktop publishing, calendar, database and/or graphics; and providing information and customer service. Provides administrative support to physician and nursing staff assigned to the clinic. The Incumbent serves as the focal point for orientation of newly assigned employees, to include coordinating clinic schedules, scheduling training, clinic policies, issuing keys, ordering forms, establishing time schedules and timecards, and conducting building orientation. NOTE: 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. 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 (TJO). Please visit the Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP), va.gov/EMPLOYEE/docs/The-Fair-Chance-to-Compete-Act.pdf for more information. 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 well-qualified, applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors if applicable, and must be proficient in most of the requirements of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website which can be found at https://www.opm.gov/. 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. Such credit must be requested and approved prior to the appointment date and is not guaranteed. This job opportunity announcement may be used to fill additional vacancies. If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement. Expand Hide  additional information 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. Benefits A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits. Review our benefits Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.