Program Support Assistant (OA)

Veterans Health Administration • Memphis, TN

2d • Onsite

About The Position

The Program Support Assistant (OA) is located at the Lt. Col. Luke Weathers VA Medical Center in Memphis, Tennessee, and provides administrative and program support to the Medicine Service and its Specialty/Subspecialty Care Programs. The position supports daily program operations through clerical, records, scheduling, inventory, reporting, personnel, and administrative activities.

The work schedule is Monday through Friday, 8:00 a.m. to 4:30 p.m. Telework is ad hoc; the position is not virtual. Relocation and recruitment incentives, critical skills incentives, and permanent change of station authorization are not offered.

Applicants must meet the experience requirements by October 26, 2026. The position requires one year of specialized experience equivalent to at least the next lower grade (GS-5). There is no educational substitution at this grade level. Employment is subject to applicable citizenship, background-investigation, onboarding, vaccination, and probationary-period requirements.

Requirements

• One year of specialized experience equivalent to at least the next lower grade (GS-5) in the normal line of progression.
• Knowledge of Medicine Service administrative functions and Specialty Care Programs sufficient to organize and perform program support duties.
• Knowledge of administrative concepts, principles, VA policies, regulations, and directives sufficient to independently perform administrative duties.
• Knowledge of basic methods and techniques of management analysis and/or program analysis.
• Knowledge of medical management practices and/or medical programs, guidelines, regulations, and precedents.
• Ability to search historical files for readily available background information.
• Ability to analyze financial reports and forward reports.
• Ability to dictate memoranda and format documents for internal and external review and submission.
• U.S. citizenship is required.
• Males born after December 31, 1959, must be registered with Selective Service.
• Must complete the required application steps, including an online assessment.
• Must undergo a background/security investigation and complete online onboarding.
• Participation in the seasonal influenza vaccination program is required for VA Health Care Personnel.
• Must serve a one-year probationary period.

Responsibilities

• Serves as the primary timekeeper for an assigned section and as a backup timekeeper for other assigned T&Ls.
• Scans equipment in the assigned section for recurring inventory assessments and works with Logistics to resolve discrepancies.
• Prepares and distributes the monthly on-call schedule to VA and UTHSC faculty and administrators.
• Compiles and prepares monthly Education Activity Records for residents and fellows in the assigned program or section for site director verification and submission to Education.
• Prepares key requests; distributes, inventories, and tracks keys, pagers, and cell phones within the assigned section.
• Takes and prepares meeting minutes, screens correspondence and routes it for appropriate action, and enters and manages work orders.
• Serves as the point of contact for Records Management.
• Obtains, analyzes, and organizes information for reports required by JCAHO, Fiscal/Budget, Fee Basis, and other purposes.
• Assists the Section Chief, Supervisor, Administrative Officer, and facility Group Practice Manager in developing and executing contingency plans, including applying policy and processes within clinical services.
• Presents recommendations or facilitates resolution of clinical section space, staff, and equipment needs for the Section Chief, Supervisor, Administrative Officer or designee, and facility Group Practice Manager.
• Tracks credentialing, background investigations, and HR actions, including timekeeping, tour-of-duty and fee-basis memoranda, staff onboarding and offboarding, and the annual appraisal process.

Benefits

• The posting states that federal employees and their families have access to a comprehensive benefits package; specific benefits depend on position eligibility and should be confirmed with the hiring agency.
• VA may offer newly appointed federal employees credit for job-related non-federal experience or active-duty uniformed military service toward the annual-leave accrual rate, subject to request and approval before appointment and not guaranteed.

What This Job Offers

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