Program Support Assistant

Veterans Health Administration • Long Beach, CA

8d • Onsite

About The Position

The Program Support Assistant (PSA) provides administrative support to the Imaging Healthcare Group under the supervision of the Business Manager/Supervisory Administrative Officer. The position coordinates office activities, maintains records, prepares correspondence and reports, and supports timekeeping, purchasing, training, data collection, and document control. The PSA responds to routine inquiries and helps ensure efficient and effective departmental operations.

The role provides comprehensive administrative assistance with daily operations, including routing requests and correspondence, maintaining electronic and paper records, coordinating meetings and training, supporting routine human resources and purchasing activities, monitoring action items, preparing documents and reports, maintaining office resources, and providing customer service. The PSA uses VA and office systems to complete assignments, supports records management and office logistics, and participates in staff meetings, process-improvement activities, cross-training, and special projects. The position is onsite and follows a Monday–Friday schedule from 8:00 a.m. to 4:30 p.m.

Requirements

• U.S. citizenship is required.
• Complete the application, questionnaire, and required online assessment.
• Current or former federal employees subject to the time-in-grade requirement must meet it by the announcement closing date; GS-5 applicants must have 52 weeks at GS-4, and GS-6 applicants must have 52 weeks at GS-5.
• For GS-5, one year of specialized experience equivalent to GS-4, or four years of education above high school, or a combination of qualifying education and experience.
• For GS-6, one year of specialized experience equivalent to GS-5.
• GS-5 specialized experience may include clerical support, handling phone lines and resolving issues, scanning and filing documents, preparing meeting minutes and reports, drafting or revising memoranda and other documents, tracking employee and financial records, and data entry.
• GS-6 specialized experience may include managing budgets and financial documents, clerical support, data entry, maintaining employee and financial records, and compiling data and analyzing trends.
• Provide transcripts if using education to qualify; qualifying education must be from an accredited institution recognized by the U.S. Department of Education.
• Applicants using foreign education to qualify must provide a Certificate of Foreign Equivalency with their transcript.
• Current federal employees and other applicants subject to time-in-grade rules must submit documentation demonstrating eligibility, as applicable.
• Selected applicants are subject to background/security investigation and must complete online onboarding and provide acceptable identification.
• VA Health Care Personnel must participate in the seasonal influenza vaccination program.
• Serve a one-year probationary period.
• No special physical demands are required; the duties may involve bending or carrying light items.

Responsibilities

• Provide administrative support and assist with coordinating daily operations and departmental activities for the Imaging Healthcare Group.
• Receive, review, and route administrative requests, correspondence, consult-related documentation, and other materials to appropriate staff.
• Maintain organized electronic and paper files, records, reports, rosters, tracking logs, and other departmental documentation.
• Assist with scheduling meetings, trainings, conferences, interviews, and other activities; prepare agendas, meeting materials, sign-in sheets, and minutes as needed.
• Support timekeeping, leave management, staffing documentation, onboarding, credentialing, training coordination, and routine human resources activities.
• Assist with preparing, processing, and tracking purchase requests, supply orders, invoices, equipment requests, and other administrative transactions.
• Monitor action items and suspense dates and follow up to ensure timely completion.
• Prepare, format, proofread, and distribute correspondence, memoranda, reports, spreadsheets, presentations, and other documents.
• Collect, compile, and enter administrative and operational data; prepare routine reports, workload summaries, dashboards, and management information.
• Maintain office calendars, contact lists, distribution lists, organizational charts, inventory records, and other administrative resources.
• Provide customer service and respond to routine inquiries from Veterans, employees, providers, visitors, and other stakeholders; refer complex or sensitive matters to appropriate staff.
• Use electronic health record, scheduling, document management, communication, and office automation systems, including VistA, CPRS, VistA Imaging, Microsoft Office, and other VA systems.
• Assist with document control, records management, correspondence tracking, and distribution of policies, procedures, and departmental communications.
• Support office logistics, including supply management, equipment tracking, workspace coordination, mail distribution, and service requests.
• Participate in staff meetings, team huddles, process-improvement activities, cross-training, and special projects.
• Organize and prioritize workload, follow up on pending actions, and adjust priorities to support departmental needs.

Benefits

• Federal employees receive access to a comprehensive benefits package for themselves and their families; specific benefit eligibility depends on position type.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed