Program Support Assistant (EHRM)

Summary

OUR MISSION : To fulfill President Lincoln's promise "To care for those who have served in our nation's military and for their families, caregivers, and survivors" - by serving and honoring the men and women who are America's Veterans. How would you like to become a part of a team providing compassionate whole health care to Veterans?

Duties

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The primary purpose of the position is supporting many administrative aspects of the functions of the Chief of Staff reporting services and EHRM.

Duties include but are not limited to :

• Route incoming phone calls to as needed. Coordinate staff meetings, including coordination of schedules to find meeting times, sending out meeting invitations, reserving conference rooms, preparing agenda, taking minutes, following up on action items and sending reminders.
• Performs a wide variety of administrative tasks associated with maintaining and supporting the work performed within the Service. Such work includes a variety of administrative functions necessary to the smooth management work and ranges from correspondence and information control to tracking supplies and services.
• Acts as the primary liaison between the program offices and administrative offices outside the organization.
• Generates a variety of documents such as letters and reports. Utilizes basic software and printing functions. Integrates several types of software to generate specific working documents and forms such as spreadsheet, database, word processing, graphics, and other similar products. Selects appropriate system, application, and format. Performs administrative and / or clerical procedures to support a variety of office functions. Monitors and controls correspondence and records throughout the service. Receivers and monitors externally and internally generated correspondence and inquiries. Maintains a correspondence control system which monitors the receipt and distribution of correspondence. Follows up to ensure observance of deadlines and coordination of internal comments and clearance.
• Route incoming phone calls to staff physicians and nurses as needed. Coordinate staff meetings, including coordination of schedules to find meeting times, sending out meeting invitations, reserving conference rooms, preparing agenda, taking minutes, following up on action items and sending reminders.
• Performs a wide variety of administrative tasks associated with maintaining and supporting the work performed within the Hem / Onc Service. Such work includes a variety of administrative functions necessary to the smooth management work and ranges from correspondence and information control to tracking supplies and services.
• Acts as the primary liaison between the program offices and administrative offices outside the organization.
• Generates a variety of documents such as letters and reports. Utilizes basic software and printing functions. Integrates several types of software to generate specific working documents and forms such as spreadsheet, database, word processing, graphics, and other similar products. Selects appropriate system, application, and format. Performs administrative and / or clerical procedures to support a variety of office functions. Monitors and controls correspondence and records throughout the service. Receives and monitors externally and internally generated correspondence and inquiries. Maintains a correspondence control system which monitors the receipt and distribution of correspondence. Follows up to ensure observance of deadlines and coordination of internal comments and clearance.
• Acts as primary timekeeper for time and attendance for assigned personnel. Serves as a resource for information, policy and procedures related to time and attendance and liaison to the payroll department. Inputs reason codes and tracks and verified accuracy of overtime and contracted hours and costs.
• Maintains service schedules.
• Assists with the management of the service calendars, Schedules appointments, coordinates meetings, and / or schedules conferences. Based on the subject matter of the meeting, may handle administrative details of meetings and conferences. Resolves scheduling conflicts, rescheduling appointments and printing documents needed for the day.
• Serves as a Talent Management System (TMS) Coordinator.
• Serves as the Automated Data Processing Application Coordinator (ADPAC) for the service. This includes, but is not limited to, resolving minor computer issues, submitting ePASs or NARS, telecommunication issues, contact center software issues and coordinating telework requests.

Work Schedule : Monday-Friday; 8am-4 : 30pm

Telework : This position may be authorized for telework (Adhoc). Telework eligibility will be discussed during the interview process.

Virtual : This is not a virtual position.

Position Description / PD# : Program Support Assistant (EHRM) / PD22120O

Relocation / Recruitment Incentives : Not Authorized

Permanent Change of Station (PCS) : Not Authorized

Requirements

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Conditions of employment

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 :

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, 12 / 12 / 2025.

You may qualify based on your experience and / or education 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.

You may qualify based on your experience and typing proficiency 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 :

Typing Proficiency Requirement : In addition to meeting the required specialized experience, applicants for this position must show possession of the following typing proficiency. 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. Performance test results and certificates of proficiency are acceptable for 3 years. Proficiency skills of self-certified applicants may be verified by administering the appropriate performance test. For this position, applicants must be able to type 40 words per minute. Words per minute are based on a 5 minute sample with three or fewer errors. You will be rated on the following Competencies for this position :

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 administrative in nature, primarily sedentary. Occasionally light physical effort may be required. As most of the time is spend using a computer, actions must be taken to prevent wrist, eye, and back injuries.

Work Environment : Work is performed in a virtual office setting and requires the use of numerous communication modalities (i.e., e-mail, instant messenger, video, online meetings, etc.). Occasional travel and tour of duty changes to meet logistical needs may be required. This position may be eligible for telework.

For more information on these qualification standards, please visit the United States Office of Personnel Management's website at

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 : 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 :

Additional information

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.

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.

NOTE : Participation in the seasonal influenza program is a condition of employment and a requirement for all Department of Veterans Affairs Health Care Personnel (HCP). It is a requirement that all HCP to receive annual seasonal influenza vaccination or obtain an exemption for medical or religious reasons. Wearing a face mask is required when an exemption to the influenza vaccination has been granted. HCP in violation of this directive may face disciplinary action up to and including removal from federal service. HCP are individuals who, during the influenza season, work in VHA locations or who come into contact with VA patients or other HCP as part of their duties. VHA locations include, but are not limited to, VA hospitals and associated clinics, community living centers (CLCs), community-based outpatient clinics (CBOCs), domiciliary units, Vet centers and VA-leased medical facilities. HCP include all VA licensed and unlicensed, clinical and administrative, remote and onsite, paid and without compensation, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, researchers, volunteers and health professions trainees (HPTs) who are expected to perform any or all of their work at these facilities. HPTs may be paid or unpaid and include residents, interns, fellows and students. HCP also includes VHA personnel providing home-based care to Veterans and drivers and other personnel whose duties put them in contact with patients outside VA medical facilities.

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.

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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.

Receiving Service Credit or 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.

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.