Summary The Program Support Assistant, as an extension of the Chief of Primary Care, assists and supports Primary Care in daily administrative functions, outcomes management, performance measures, and logistics/supply management. The Program Support Assistant reports directly to the Administrative Officer of Primary Care. Responsibilities Duties may include but are not limited to: Ensures that all administrative processes related to clinic management are performed efficiently and in compliance with established guidelines. Conducts inventory, requests equipment and supplies for the team, and participates in meetings and discussion concerning construction, activation, and space modifications. Complies, analyzes, and presents data to support decision-making and optimize primary care operations. Interprets administrative policies, assists with developing local policies, define administrative requirements, and/or provides advice to the Chief of Primary Care and Administrative Officer on related issues. Interacts with other services to obtain necessary input and concurrence and to monitor and ensure adherence to approved policies and procedures. Assists with the management of the Chief of Primary Care calendar, resolves scheduling conflicts, rescheduling appointments, and printing documents needed for the day. Assists with the development and modification of service clinic profiles as directed by the Chief of Primary care and/or Administrative Officer. Serves as the primary timekeeper for Primary Care. Gathers and complies data from various systems, including VISTA, KLF, PCMM, CPRS, and other data warehouses. Assists with clarifying DDS (Data Definition Standards) requirements related to data collection. Reviews data transmission errors and inconsistencies to ensure the accuracy of all data in PCMM system. Advanced proficiency in Outlook, Word, Excel, AcuStaf, CPRS, VistA, and a comprehensive understanding of Primary Care policies. Maintains accurate and up-to-date records of employee certifications for Primary Care staff. Responsible for maintaining the 6-part folder for all Primary Care providers which involves organizing, updating, and auditing folders. Prepares and distributes the delegation of authority notification when the Chief of Primary Care is out of the office. Monitors certification expiration dates, ensuring timely renewals, and maintaining a tracking system to document compliance. Other duties as assigned. Work Schedule: Monday - Friday, 8:00am-4:30pm Telework: This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD30525O Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not approved Permanent Change of Station (PCS): Not approved Requirements Conditions of Employment You must be a U.S. Citizen to apply for this 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 or 2-year trial 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 or trial 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, 02/08/2026. 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-7 position you must have served 52 weeks at the GS-6. 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. 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-6 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Advanced knowledge of the capabilities, operating characteristics, and integration of various office automation software programs, including database, spreadsheet, word processing, and desktop publishing applications. Developing methods to automate administrative reports by considering the interrelationship of data used for multiple reports, such as funds and obligations, training, travel, and staffing data. The position also requires knowledge of medical and technical terminology, enabling the incumbent to transcribe, research, and retrieve data accurately. Importing data from databases, converting tables into graphs, and enhancing presentation quality through advanced publishing techniques. Be proficient in analyzing and resolving problems related to office automation methods, such as troubleshooting nonstandard assignments and integrating software solutions. Thorough understanding of management principles and the functional structure of the VA health care system, as well as the ability to apply these principles to develop process improvements. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), as well as specialized VA software systems, is required to support data analysis, reporting, and the preparation of comprehensive technical and visual materials. You will be rated on the following Competencies for this position: Administration and Management Attention to Detail Clerical Computer Skills 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 but requires periodic walking, standing, and carrying medium-weight items, such as patient records. The incumbent may need to stand for extended periods when conducting training sessions or participating in meetings. The position also involves occasional travel between two divisions of the medical center and may require trips to Community-Based Outpatient Clinics (CBOCs). Lifting and carrying of office supplies, files, and equipment may be required, with occasional lifting of up to 25 pounds, The incumbent must be able to perform tasks that involve bending, stooping, and reaching to organize files and manage office materials. Additionally, the position requires effective communication both verbally and in writing, as well as the use of standard office equipment such as computers, telephones, and fax machines. 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. 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 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. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. 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. 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.
