Program Support Asst (OA)

Veterans Health Administration•Huntington, WV

1d•Onsite

About The Position

The Program Support Assistant provides clerical and administrative support to the supervisors of Biomedical Engineering and Maintenance and Operations Engineering at the Huntington, West Virginia VA Medical Center. The role supports programs across utility plants, building and facilities maintenance, grounds maintenance, and medical equipment maintenance. It plans and carries out program support assignments, reviews program objectives and requirements, and tracks progress, resource use, and project schedules. The position serves as a central point of contact for work-order distribution, backlogs, status, and operational activity, supporting service-wide metrics and compliance. The assistant processes work orders and preventive maintenance schedules in the AEMS/MERS computer system, checks completed work requests for accuracy and completeness, and supports procurement and contracting activities. The position also performs administrative and clerical duties for both sections, analyzes program and operational data, prepares compliance reports and other written materials, and may train, mentor, and monitor staff work and deadlines. Work is primarily sedentary in an office shared with other personnel, with occasional standing, walking, stooping, and bending. The environment includes continuous noise from phones, conversations, printers, copiers, radios, equipment, and pagers. The position works Monday through Friday, 8:00 a.m. to 4:30 p.m. Telework and virtual work are not available.

Requirements

For GS-7 qualification, have one year of specialized experience equivalent to at least GS-6 that prepares the applicant to perform the duties of the position.
Specialized experience must include administrative support functions within a healthcare facility.
Specialized experience must include procurement processes for obtaining goods and services for an office.
Specialized experience must include automation using software such as word processing, spreadsheets, email, desktop publishing, calendars, databases, or graphics applications.
Specialized experience must include assisting with budget estimates and updating budget spreadsheets used in briefings.
Specialized experience must include collecting, compiling, and tracking data and information.
Specialized experience must include researching reference materials, regulations, and standards to identify appropriate corrective action.
Document experience on the resume with job title, duties, month and year start and end dates, and hours worked per week.
Current Federal employees and qualifying former Federal employees must meet the GS-7 time-in-grade requirement of 52 weeks at GS-6.
Must be a U.S. Citizen.
Must complete the application, questionnaire, and required online assessment.
Selective Service registration is required for males born after December 31, 1959.
Must undergo a background/security investigation and complete online onboarding and pre-employment identification requirements.
Participation in the seasonal influenza vaccination program is required for VA Health Care Personnel.
Must serve a one-year probationary period or two-year trial period, as applicable.
No educational substitution is available at this grade level.

Responsibilities

Plan and carry out program assistant assignments and projects to improve the efficiency, effectiveness, and productivity of Engineering Service programs.
Review program and project purposes, objectives, and requirements; track progress toward objectives and the use of resources.
Adapt to different program functions and changing workloads, budgets, staffing levels, work processes, and objectives.
Monitor the progress and schedules of extensive projects.
Serve as the central point of contact for work-order distribution, backlogs, individual work-order status, and operational activities.
Receive, process, enter, distribute, collect, and close work orders and preventive maintenance schedules in the AEMS/MERS computer system using activity codes and cost center numbers.
Review completed work requests for completeness and correctness, including time and material costs for M&O shop employees.
Act as a Contracting Officer Representative for both sections for short- and long-term service contracts.
Prepare procurement requests, evaluate proposals for work, serve as COR for procurement and complex contracts, and maintain procurement and contracting records.
Perform administrative and clerical duties for Maintenance and Operations and Biomedical Engineering.
Analyze data from DSS, VISTA, and other databases to assess process impacts and support statistical and quality objectives.
Prepare analytical compliance reports and other written documents presenting facts, issues, recommendations, analysis, and actions.
Train, mentor, and monitor staff work and suspense items.
Visit services and direct visitors, patients, and vendors to appropriate areas.