Program Support Asst (OA)

Summary The organizational location of this position is Medical Media Section, Office of the Associate Chief of Staff for Education, Chief of Staff, VA North Texas Health Care System (VANTHCS), Dallas, TX. Duties The Primary Purpose of the Position is: To serve as the Program Support Assistant to the Chief, Medical Media Section (MMS) to provide abroad range of program support, media/graphics management, management of special projects and functions, and administrative coordination in support of the entire Medical Media Service to increase the effectiveness of the Medical Media Service. Provides analysis, recommendations and administrative coordination including contract management, internal productivity reports and analysis, business functions, budget oversight, and electronic media asset management. Duties to included, not limited to: Participates in the effective financial management of budget execution and facilitation under direction of the Chief. Manages MMS Fund Control Point utilizing knowledge of accounting principles. Adheres to all auditing requirements and keeps Chief apprised of fund control balance. Controls service purchase card following complex procedures, requiring multiple steps and research, for purchase card ordering of all MMS specialty operating supplies (digital videotape, camera memory cards, audio cables, etc.). Procedures include communicating with multiple vendors, researching items online, updating vendor files, and maintaining large detailed files on the purchase card orders themselves. Monitors inventory of production supplies to ensure needs are met in a timely manner. Monitors condition of media support loaner equipment and informs Chief of imminent needs, malfunctions, or needed repairs. Serves as Contracting Officer Representative for various contracts in MMS. Gathers information for budget reports. Advises and assists with disposition of old equipment and requisition of new equipment according to facility procedures including market research, obtaining estimates, and advising Chief on best value. Analyzes and interprets specific content of various electronic media including photography, graphic design, and video to appropriately apply metadata and keywords for access by media staff at later date. Each individual asset requires detailed analysis and interpretation for accurate metadata application to allow media retrieval and use. Various Adobe creative software such as Photoshop, InDesign, and Light room will be used to insert metadata and keywords into images, graphics, and video electronic files. In conjunction with Visual Information Specialists and Photographers, organizes electronic assets for efficient retrieval ensuring multiple and appropriate metadata is applied to each asset. Compiles and analyzes MMS productivity data. Enters data into and maintains workload database for MMS. Interprets data for preparation of various reports to management including weekly workload progress report to Chief and monthly workload dashboards to upper management. Audits and provides data trends, identifying problems and questions and recommends modifications of procedures to Chief. Consolidates and finalizes information for various reports in accordance with established procedures. Prepares reports, graphs, charts, and dashboards. Establishes and monitors suspense dates and brings to supervisor's attention those that cannot be met by requested date or when there is a conflict. Uses multiple office automation software with varied functions to produce a wide range of documents that often require complex formats, such as graphics or tables within text, editing and reformatting electronic drafts, and updating or revising existing databases or spreadsheets. Receives telephone calls, greets visitors, and ascertains the nature of the calls or visits referring to appropriate Medical Media staff. Explains consent forms and photographic procedures to patients in understandable terminology at initial point of contact for photographic session. Independently ascertains nature of MMS work orders and the need for more in-depth discussion with designers or photographers. Updates and enters data into complex electronic calendar for the entire Medical Media Service including appointments for photography, events requiring media support, and all other appointments for staff. Personally, answers substantive nontechnical requests for Medical Media services/products which can be provided based on information from records and files or personal knowledge of the Service. Responsible for records management maintaining and purging files according to regulatory procedures. Differentiates between confidential and general files. Independently identifies what needs to be brought to the attention of the supervisor, referred to appropriate staff, rerouted to other Health Care System's services, etc., or handled personally. Work Schedule: Monday - Friday, 8:00am - 4:30pm Virtual: This is not a virtual position. Position Description/PD#: Program Support Asst (OA)/PD087320 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 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, 03/06/2026. You may qualify based on your experience as described below: 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 would typically include, but are not limited to: Providing program support in a medical media setting that included media/graphics management, special projects, fund control point utilization, purchased card ordering, and administrative coordination. Typing Requirement. Must possess the ability to type at least 40 words per minute. You will be rated on the following Competencies for this position: 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. 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. Physical Requirements: The work is primarily sedentary. However, some walking, standing, bending, and climbing stairs may be required. Position may require moving of moderately heavy media equipment such as projectors. Work Environment: The work is performed in a typical office setting with everyday risks or discomforts, requiring the use of normal safety precautions necessary for an office environment in a low-risk hospital setting. 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. 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.