Program Support Assistant

Summary This position is located within the Pathology and Laboratory Medicine Service, VAMC Martinsburg, West Virginia, and is the primary administrative transcription support for the department. The incumbent of this position also provides support within the Pathology and Laboratory Medicine Service and will also be called upon by the Chief of Pathology and Laboratory Medicine Services, Laboratory Manager, Administrative Officer, and Supervisors to assist with projects. Duties The purpose of the work is to provide administrative/transcription and management support to the Pathology and Laboratory Medicine Services, to include but not limited to data compilation and collection, preparation of reports, program support and administrative assistance. Based on a good working knowledge of the organization under the supervisor's guidance the incumbent resolves problems associated with administrative and transcription work of the program. The incumbent provides a complete range of program support which includes customer service coordination, data compilation and collection, transcription of pathology reports, monitors and compiles data from local facility to meet the goals and program guidelines for the service. Duties include but are not limited to: Administrative Assistance for Anatomic Pathology Case Management: 50% Provides assistance to professional and other staff members. Performs proficient clerical and transcription support ensuring appropriate administrative processes are maintained. Maintains accurate paper and electronic files of cases. Compiles regular and special reports including minutes when requested. Retrieves and files slides/blocks. Receives specimens into the lab and verifies all patient information is correct on specimens, logs, dates, ad time stamps SF515, in addition to placing specimens in the appropriate area for grossing Performs transcription for two Staff Pathologist and Section Chief. Processes accessions cases. Creates work orders. Maintains accurate paper and electronic files of cases. Scans repots into Vista Imaging. Inputs supportive documentation in Vista. Patient Tracking/Data Base Maintenance: 25% Responsible for tracking of all veteran patient anatomic referrals. Maintains and manages databases which contain a wide variety of Veteran specific information. Ensures that all information is up to date and complies with routing reports which are required by VISN and the Medical Center Director. Performs a variety of administrative duties, including but not limited to assisting with supplies, inventory, coordination of events, maintain records, arrange contractor visits, telephone coverage, arranging government transportation and various other administrative duties. Data Collection & Tracking Support: 15% Performs work involving the collection, compilation and/tracking of data and statistical information in support of the organizations program operations. Establishes protocols for incoming data, organizes computerized data sets and retrieves computerized data. Assists in basic analysis of data and generates a variety of reports. Coordinates incoming data from a variety of sources. Reviews documents, reports and ensures data entry is complete and accurate. Prepares reports, including patient reports, to assist with compliance monitoring for completion of the Pathology and Laboratory Medicine Services which are reported to the facility as well as network leaderships. Correspondence Preparation- 5% Prepares, composes or reviews correspondence prepared for the purpose of obtaining or supplying information. Coordinator int he preparation of policy memoranda and other correspondence generated within the Pathology and Laboratory Medicine Services. Performs all necessary clerical/administrative functions for the smooth operation of Pathology and Laboratory Medicine Services. Maintains Appointments, Calendars, Meeting Minutes and Schedules: 5% Schedules appointments for potential interview candidates, facility tours, maintenance work, and board appointments for Staff Pathologist. Coordinates meeting and/or conference. Provides general calendar maintenance clerical services such as maintaining calendars and recording appointments, arranging for meeting and small conference administrative details, or following up on action items with appropriate staff members independently. PERFORMS OTHER RELATED DUTIES AS ASSIGNED Work Schedule: Monday - Friday; 9:00AM - 5:30PM Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD251650 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) - See "Required Documents" below for details. 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, 03/09/2026. 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-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: Skill in applying analytical and evaluative techniques to the identification, consideration, and resolution of issues or problems of procedural or factual nature. Advanced knowledge and skills in operating computer software, to include the ability to extract information from one document into another, format text, merge documents; track finances, and prepare reports. Knowledge of administrative concepts, principles, and practice sufficient to perform duties independently. Screens all calls and visitors, answering most questions and completing most business involving established policy or routine matters without referring to the supervisor. Maintains a variety of files for administrative and professional activities 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 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 Whole Health is an approach to health care that empowers and equips people to take charge of their health and well-being and live their life to the fullest. The VA is committed to Whole Health and values Veteran and Employee health and wellbeing. As a VA employee, you will practice Whole Health in an environment that supports personalized and proactive care. 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.