Summary This position is in the Administrative Office of the Operative Care Division (OCD) at the Portland VA Medical Center (PVAMC). The Program Support Assistant (Office Automation (OA)) provides program and data management and complex administrative work and problem solving essential to ensuring smooth operation of Division activities. Responsibilities The Program Support Assistant (OA) will perform a variety of clerical, administrative and technical duties/responsibilities in support of management with the intent of accomplishing the administrative requirements of the Operative Care Division (OCD), therefore contributing to the efficient and effective accomplishment of the objectives of the overall organization. Planning for and developing systems, policies, functions, and services to ensure all staff meet procedural, regulatory, and administrative requirements for work at the Portland VA Medical Center. Responsible for identifying, addressing, and resolving a wide variety of problems or situations that may arise. Serves as a primary point of contact for OCD managers and supervisors, as well as staff, and external contacts. Assists management in investigating problems or situations that require special actions. Ensures that administrative processes are initiated, monitored, and completed timely and accurately in compliance with applicable VHA, VISN, Facility, and Division directives, policies, and procedures. Researches and analyzes problems, issues, and program requirements unique to a clinical setting. Plans, develops, and accomplishes special projects involving administrative and support issues. Performs work involving the collection, compilation, and/or tracking of data and statistical information from multiple sources, in support of Service programs. Uses various specialized VA databases, cloud based contracted software and Microsoft Office systems to record, report, monitor and carry out administrative support operations. Performs operations which use advanced and specialized knowledge of facility and healthcare systems and operations, data integrity, pertinent rules and guidelines, and analytical project improvements. Performs an analysis of the data and generates a variety of reports. Monitors qualitative and quantitative measurements to identify trends. Effectively enhances the ability of the office to support overall mission requirements through developing methods for automating administrative data collection requirements and reports considering the interrelationships of reports and multiple uses of data. Prepares correspondence, i.e., reports, emails, letters, etc., related to overall program mission. Prepares for review and forwards documentation according to established procedures. Maintains control of action correspondence; performs follow-up action to ensure timely reply/action. Establishes and maintains office files and records. Serves as a TMS Administrator and identifies and determines training priorities as related to VA Talent Management System. Performs other related duties as assigned. Work Schedule: Monday - Friday, 7:30 am - 4:00 pm PST (other weekday tours or compressed tours may be available. Details to be discussed with hiring official) Compressed/Flexible: Authorized. Telework: Not authorized. Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant (OA)/PD216770 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 identification 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 within 30 days of the closing date of this announcement, 06/12/2026. 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-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: Performing clerical/administrative duties in an office environment; managing, compiling and tracking data; analyzing data using qualitative and quantitative techniques; providing guidance and support to operating programs; preparing correspondence, reports, memoranda, and other forms of written communication; utilizing office automation software and maintaining files. NOTE: 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. Proficiency Requirement: In addition to meeting experience or education requirements, applicants must be able to @type 40 words per minute. Applicants may meet these requirements by passing the appropriate performance test, presenting a certificate of proficiency from a school or other organization authorized to issue such certificates by the Office of Personnel Management local office, or by self-certifying their proficiency. 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. 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. 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/.
