Program Support Asst (OA)

Summary This position is located in the Department of Veterans Affairs (VA), Veterans Health Administration (VHA), Mid Atlantic Health Care Network (VISN 6), Richmond VA Medical Center (VAMC), in Medical Service. This position serves as an analyst, advisor, and Medical Service curriculum/teaching Program Assistant, to the Chief Medical Resident, and the Administrative Officer. The incumbent must develop and maintain an effective working knowledge of our large, complex affiliated teaching program. Duties Housestaff Liaison (50%) Using a master house staff schedule from the Medical College of Virginia, extracts data from MCV online database regarding approximately 200 house staff and 240 medical students assigned to the VAMC. Evaluates VAMC housestaff schedules to ensure all levels of staff are present and there is adequate staff per team. Publishes schedules in various electronic venues and revises them as changes are made to provide effective and efficient coverage by the housestaff. Schedules include assignments for all housestaff in all house staff positions in the VAMC. VAMC assignments are not segregated on these schedules. Incumbent must decipher the complex master schedule, extracting data from multiple places in order to develop VAMC schedules. Will establish monthly rotation assignments of fellows at VAMC by contacting subspecialty departments at the MCV. Develops and maintains an effective working relationship with curriculum counterparts within the divisional, departmental, and specialty program levels at MCV. Incumbent is responsible for the following schedules: Housestaff Schedule, Resident and Intern Night Call Schedule; Student Team Schedule; Attending Schedule; Weekly Conference Schedule; Richmond On Call, and educational conferences. For education conferences the employee is responsible for the production and posting of announcement posters. Provides MCV with documentation of Medical Ground Rounds attendance by housestaff for yearly credit for Continuing Medical Education (CME). Responsible for entering requests such as computer codes, facilitating remote access, and facilitating for USB drives into Veterans Health Information Systems and Technology Architecture (VISTA) for each new housestaff. Serves as the PIV (Personal Identification Verification) sponsor for the housestaff. Incumbent will verify eligibility utilizing MCV's database and photo ID's, determine whether the applicant is allowed logical access or physical access only, facilitate fingerprinting, and serve as a troubleshooter when the system rejects the application. Compiles data for a number of VA and MCV reports pertaining to the Medical Service affiliation in general and the housestaff program in particular. Tracks and trends issues related to program effectiveness and implementation, utilizes statistical data to compile workload reports. Coordinates the management of autopsy reporting within the Medical Service. Prints daily gains and losses sheets and identifies deaths and autopsies and follows up with Pathology Service to obtain preliminary autopsy data and final autopsy data related to the death of the patient. Has involvement in all personal and payroll issues involving Medical housestaff assigned to the VAMC including issuance of meal tickets. Maintains suspense files on physician house officers whose appointments are out of sequence with the customary academic year. Must have good working knowledge of federal policies and procedures regarding personnel issues and timekeeping pertaining to medical students and housestaff. Must have knowledge of scheduling, academic rotations, and curriculum development for students and residents at MCV. Develops an effective working knowledge of the affiliated fellowship program at both the departmental and divisional levels. Composes recurring and non-recurring confidential correspondence and other sensitive documents for the Chief, Medical Education Section and the Chief Medical Resident responding to non-clinical inquiries regarding the Medical Education Program. ADPAC (50%): Serves as the ADPAC for Medical Service and Housestaff. This involves requesting computer codes, long distance codes, remote access, PKI, USB drives and assignment of primary and secondary menu options as needed for the 160 staff in Medical Service and 300 housestaff. Trains staff as needed in the use of VISTA, CPRS, and Outlook as needed. Serves as the liaison and point of contact for Office of Information and Technology (OI&T) and as a resource tool to provide necessary technical information to facilitate the best use of computer software and hardware. Serves as the Learning Management System (LMS) Administrator for Medical Service, which includes creating item numbers to input the attendance records, and insuring the continuing medical education hours are sent to the appropriate locations. Serves as the expert for the equipment used for downloading documents and entering data into the clinical procedures package. Troubleshoots connectivity issues with CPRS, VISTA, and TMS on a daily basis with all levels of staff and housestaff. Serves as back up timekeeper for Medical Service. Work Schedule: 8:00am-4:30pm M-F Virtual: This is not a virtual position. Position Description/PD#: Program Support Asst (OA)/PD027100 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not approved Permanent Change of Station (PCS): Not Authorized Requirements 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. 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 by the closing date of this announcement, 03/30/2026. You may qualify based on your experience as described below: Time-In-Grade Requirement: 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-6 position you must have served 52 weeks at the GS-5. The grade may have been in any occupation, but must have been held in the Federal service. An SF-50 that shows your time-in-grade eligibility must be submitted with your application materials. If the most recent SF-50 has an effective date within the past year, it may not clearly demonstrate you possess one-year time-in-grade, as required by the announcement. In this instance, you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade. Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment. Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-5 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Performs a wide range of administrative and technical duties, subject matter for Eligibility & Enrollment (E&E), and working knowledge of other computer software programs necessary to track and monitor Veteran information; enter data into appropriate databases; compile and review data for monthly reports, spreadsheets, and local documents. uses Outlook, Word, Excel, PowerPoint, and VA programs such as VISTA, CPRS, VSSC, VATAS, SharePoint and TMS. 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/. Physical requirements: Physical demands require sitting, standing, and walking. Travel to the Medical College is required for meetings and information gathering. Environment is a general office setting within the medical facility. Education There is no educational substitution at this grade level. Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: https://sites.ed.gov/international/recognition-of-foreign-qualifications/. 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. 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. 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. 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.