Program Support Assistant (OA)

About the role

Incumbent provides administrative and program support under general supervision, is able to exercise independent judgement to accomplish tasks of considerable difficulty and responsibility along with special technical duties.

The position requires advanced office automation proficiency, specialized knowledge of Quality Assurance workflows, and substantial independence in coordinating complex administrative functions.

What you will do

• The Incumbent is the primary point of contact for Quality Assurance regarding processes that support the Nursing Qualification Standards, receive emails, messaging and direct calls related to the processes.
• Initiates replies as necessary.
• Prioritizing work to facilitate efficient and effective operation for Patient Care Services.
• Incumbent works independently overseeing and organizing communication, maintains documents and, with supervisor concurrence, advises staff on implementing time and resource saving improvement to more efficiently meet Patient Care Service objectives.
• Process improvements may cover recordkeeping requirements, i.e., training, adherence to current policy and interim policy changes, mail receipt and distribution processes, and the tracking and ordering of office supplies.
• Incumbent utilizes personal computers and Microsoft Office applications, i.e., word, Excel, Access, PowerPoint, Outlook email, Microsoft office Teams and LEAF.
• Maintaining Probationary Review Board (PRB) tracking worksheets and coordinating monthly communication with PRB chairs and subject matter experts to ensure timely submission of required documentation.
• The incumbent coordinates the information from initiator and Vetpro to provide to the board members.
• Prepares board action forms based on board findings and directs them appropriately to board members for signature.
• Communicates with Human Resource (HR) related completed PRB materials and updates spreadsheet for completion.
• Prepares both quarterly and annual PRB summary reports for leadership review.
• Maintains the database for all files and documents.
• Primary point of contact for communication with Shared Services Unit (SSU) and Consolidated Classification Unit (CCU) in the Functional Statement workflows by coordinating document exchange with the CCU and SSU.
• Prepares signature ready documents that adhere to formatting conventions while liaising with initiator for document completion.
• Redirects documents within LEAF as needed to ensure communication is fluid in collaboration with the Quality Assurance Nurse.
• Posts finalized functional statements to the South Texas SharePoint and maintain accurate tracking spreadsheets for document completion.
• Prepares Annual summary report for leadership.
• Work Schedule: Monday-Friday, 0730-1600 Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies.
• 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 Title/PD#: Program Support Asst (OA)/PD013720 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized

Requirements

• You must be a U.S. citizen to apply for this job Subject to a background/suitability investigation Selective Service Registration is required for males born after 12/31/1959 A complete application package; Resume, Transcripts, etc. is required Selected applicants will be required to complete an online onboarding process.
• Acceptable form(s) of identification will be required to complete pre-employment requirements (***).
• 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.
• 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.
• As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period or 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.

Education

There is no educational substitution at this grade level.

How you will be evaluated

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC.

WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE.

Applicants will be referred in the order in which they were received.

Documents you must provide

• Documents Accepted: Cover Letter DD-214/ Statement of Service Disability Letter (Schedule A) Disability Letter (VA) License Other (1) PCS Orders Performance Appraisal Professional Certification Resume Separation Notice (RIF) SF-15 SF-50/ Notification of Personnel Action Transcript Documents Required: Resume Please review the above list(s) to ensure you have included all necessary documents required for your application.Not every applicant will require the same documents, therefore it is the applicants responsibility to ensure that their application package includes all necessary documents to determine qualifications and eligibility for appointment, such as a copy of your SF-50, transcript, ICTAP/CTAP documentation (for displaced Federal employees).You will not be contacted for additional information.
• Applicants will be deemed ineligible if supporting documentation is not submitted.
• Veterans' Preference: Since the Direct-Hire Recruitment Authority is being used, traditional Veterans' Preference rules do not apply.
• Qualified veterans will, however, be given full consideration for this position.
• Applications are accepted online.
• Applying online will allow you to review and track the status of your application.

What to expect next

After the vacancy announcement closes, applicants are evaluated to ensure qualification and eligibility requirements are met. After the review is complete, a referral certificate(s) is issued and applicants will be notified of their status by email. NOTE: It is your responsibility to ensure your responses and appropriate documentation is submitted prior to the closing date.

You may check the status of your application at any time by logging into your USA Jobs account and clicking on Applications. Information regarding your application status can be found in the USAJobs Help Center. To return to an incomplete application, log into your USAJOBS account and click Update Application in the vacancy announcement.

You must re-select your resume and/or other documents from your USAJOBS account or your application will be incomplete.

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.

A supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process.

Pursuant to VHA Directive 1193.01, VHA health care personnel (HCP) are required to be fully vaccinated against COVID-19 subject to such accommodations as required by law (i.e., medical, religious or pregnancy). VHA HCPs do not include remote workers who only infrequently enter VHA locations.

If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date. The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required accommodation from this requirement using the reasonable accommodation process.

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 well-qualified, applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors if applicable, and must be proficient in most of the requirements of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website which can be found at ***

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.

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.