Program Support Assistant

This position is located at a VA medical facility in the Health Professions Education (HPE) Office (HPEO) and is organizationally aligned under the Associate Chief of Staff for Education, Designated Education Officer (DEO), who reports to the Chief of Staff (COS). The purpose of this position is to coordinate administrative and support services to assist the HPEO in fulfilling requirements related to VHA's academic mission and program requirements of OAA and HPEO accrediting bodies.

Major Duties and Responsibilities: Operations Support- Provides technical and administrative guidance necessary to achieve efficient service operations within the VA medical facility and maintain stakeholder satisfaction. Prepares and tracks documents and correspondence to coordinate actions and close action items. Anticipates obstacles to operational management that are likely to interfere with the accomplishment of objectives and takes or recommends the necessary action to prevent their occurrence. Assists management and supervisors with human resources (HR) processes, catalogs actions and paperwork, and provides advice to accomplish supervisory goals. This includes assisting in writing position descriptions, job analysis, preparing performance plans and appraisals, processing training requests, TMS administration, and drafting disciplinary and adverse actions. Provides required documents within required timeframes for position management, hiring actions, FTE requests, and performance appraisals. Provides administrative orientation and training to new employees within HPEO. Provides support to management in a wide range of strategy development and planning; ensures that appropriate and consistent sources of information are available; assess management techniques, processes, and styles for improving organizational effectiveness; assists with the implementation of management improvements in administrative areas; and assists in the development of program documents for personnel matters, and organizing logistics for review processes, accreditation reviews or site visits, and tracking outcomes. Facilitates performance measure goals by monitoring, reporting, and acting on suspense items, accreditation standards, needs assessments/surveys, and budgetary requirements. Assists in the formulation and execution of budget estimates and assists with preparing and updating the budget spreadsheets which are used in budget briefings. Provides financial support in both the formulation and execution phases of the allocation of HPEOs operating accounts. Program Support- Assists with the administrative tasks and processes required for oversight of paid and WOC HPTs and others associated with a complex health care system, which includes employees, executive facility management, academic affiliates, and HPTs. Provides administrative support for program development meeting the needs of the VA medical facility's HPEO programs. Prepares facility level executive briefing and decision materials, OAA documents for signatures, reports, and other documents as directed by management. Manages and maintains electronic files and program data in SharePoint and on shared drives. Provides support for data collection, data entry and financial analysis work. Participates in internal program office budget discussions. Coordinates special projects by performing a variety of duties such as collection and compilation of information involving administrative or support issues. Prepares and assembles information to develop draft reports, recommendations, or presentations. Utilizes data that monitors the learning environment and educational experiences of HPTs to support HPEO management's advocacy for changes if needed. Assists in the verification of full accreditation of HPEO programs and processing of program letters of agreement, Trainee Qualifications and Verification Letters, and/or educational activity records for renewals, signatures, and appropriate filling. Plans and/or provides support for conferences, workshops, meetings, etc. to include preparing the draft agenda and ensuring that appropriate working papers and reports are complete and ready for presentation. Prepares and distributes approved agendas, prep materials, and minutes of meetings. Oversees logistics, planning and preparation for HPEO meetings including scheduling, materials, travel and lodging arrangements, and special events. Performs other duties and responsibilities as necessary. Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level. Work Schedule: 8:00 am to 4:30pm, Monday through Friday Telework: Ad Hoc Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD99463S and PD99462S Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required

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. All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment. Applicants who refuse to be tested will be denied employment with VA. 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, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

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/.