Program Support Assistant (OA)

Veterans Health Administration • Hines, IL

2d • Onsite

About The Position

This position is located at the Edward Hines, Jr. VA Hospital in Hines, Illinois, and is organizationally aligned with the Education Service. The Program Support Assistant serves as the focal point for the Service’s administrative activities and supports management of the office through a broad range of administrative, analytical, and budgeting functions.

The position provides administrative support to assigned Service staff, including processing personnel actions and travel requests; preparing time and leave reports; creating joint policy documents; coordinating data with other Services; maintaining equipment records; and assisting with budgets for Education Service fund control points. The assistant tracks assignments and action items and follows up with responsible parties on requests involving budgets, personnel, travel, correspondence, timekeeping, supplies, and equipment.

The assistant prepares meeting agendas, attends meetings, and transcribes minutes; maintains calendars; schedules appointments and meetings; and arranges conferences, including reserving space and ensuring needed materials and supplies are available. Other duties include distributing mail, copying and collating materials, collecting and distributing information and documents, maintaining office files, and updating the equipment inventory tracking log. Other related duties may be assigned.

The work schedule is Monday through Friday, 7:30 a.m. to 4:00 p.m., with overlap to other tours as needed to meet customer service needs. The position is not virtual. Relocation and recruitment incentives and permanent change of station are not authorized; a Critical Skills Incentive is not approved.

Requirements

• U.S. citizenship is required.
• For current or former Federal employees subject to the time-in-grade requirement, GS-6 applicants must have served 52 weeks at GS-5; applicable documentation must be submitted.
• One year of specialized experience equivalent to at least GS-5 in the normal line of progression is required.
• Knowledge of office administration, systems development, regulations, policies, and secretarial, clerical, administrative, or program concepts and practices.
• Ability to interpret and apply guidelines involving program and administrative processes.
• Skill in planning and developing complex projects, assessing training, specifying equipment and operational details for large-scale projects, and communicating orally and in writing.
• Working knowledge of administrative work processes and procedures, such as office administration, travel, agreements, or human resources.
• Skill in typing, word processing, filing, referring phone calls and visitors, preparing reports from gathered information, performing varied office automation duties, and arranging meetings and conferences.
• Working knowledge of scheduling software.
• Must satisfy applicable pre-employment drug testing, background/security investigation, onboarding, identification, and influenza vaccination requirements.
• Must serve a one-year probationary period or two-year trial period, as applicable.

Responsibilities

• Process personnel actions, travel requests, and time and leave reports for assigned Service staff.
• Create joint policy documents and integrate data with other Services.
• Maintain an accurate record of tasks and action items, track completion, and follow up with responsible parties.
• Support budget preparation for Education Service fund control points and handle requests related to budgets, personnel, travel, correspondence, timekeeping, supplies, and equipment.
• Prepare agendas, attend meetings, and transcribe meeting minutes.
• Maintain calendars and schedule appointments and meetings.
• Arrange conferences and meetings, including reserving space, notifying attendees, and ensuring training materials, tools, and supplies are available.
• Distribute mail, copy materials, collect and collate information, and distribute documents as requested.
• File and maintain Education Service office files.
• Maintain and update the equipment inventory tracking log.
• Perform other related duties as assigned.

Benefits

• Federal employees and their families have access to a comprehensive benefits package; specific benefits depend on position type and should be confirmed with the hiring agency.

What This Job Offers

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