Program Support Assistant

Veterans Health Administration • Tulsa, OK

7d

About The Position

The incumbent serves as the Program Support Assistant for Home and Community Based Care Service at the Eastern Oklahoma VA Healthcare System and reports to the Program Director of Home and Community Based Care. The role coordinates office administration activities and supports the service’s operational and administrative needs across multiple departments.

The assistant responds to inquiries, provides information, and maintains professional relationships with internal and external customers, including staff, agencies, members of the public, patients, families, and community partners. The role coordinates schedules, meetings, training and travel requests, correspondence, reports, and office processes; tracks action items and deadlines; supports compliance, inspections, and audits; and helps leadership resolve operational issues.

The position also serves as the service’s Automated Data Processing Application Coordinator (ADPAC), supports technology applications, and uses Microsoft Office and other electronic systems to prepare, format, store, retrieve, and transmit documents and data. Work is generally sedentary, with occasional walking, standing, bending, and carrying light items. The schedule is Monday through Friday, 0800–1630. Telework may be authorized, with eligibility discussed during the interview; this is not a virtual position.

Requirements

• U.S. citizenship.
• One year of specialized experience equivalent to the GS-06 level, or directly related graduate-level education may be substituted for experience at the GS-07 level.
• Specialized experience must include knowledge and skills relevant to the position, including Microsoft Office document and presentation functions and ensuring compliance with policies, practices, procedures, and controls to prepare recurring administrative reports and correspondence.
• Complete application package, including resume and transcripts as applicable.
• Subject to a background and suitability investigation.
• Selective Service registration is required for males born after December 31, 1959.
• Selected applicants must complete online onboarding and provide acceptable identification for pre-employment requirements.
• Participation in the seasonal influenza vaccination program is required for VA Health Care Personnel.
• The position may require a valid driver's license.
• Must serve a one-year probationary period, during which fitness and whether continued employment advances the public interest will be evaluated.

Nice To Haves

• Extended working knowledge of medical records software for consult reports and patient admissions and discharges.
• Knowledge of GSA Fleet Management.
• Knowledge of timekeeping duties.

Responsibilities

• Screen incoming calls, answer routine questions, and provide information about report status, suspense dates, and procedural requirements.
• Maintain courteous and respectful interactions and effective relationships with internal and external customers.
• Provide timely, responsive, and accurate assistance; address problems and inform supervisors about difficult or controversial issues.
• Coordinate office administration and operations, including office procedures, workspace utilization, equipment requests, and support across departments.
• Coordinate training and travel requests, appointments, conferences, meeting minutes, action-item follow-up, official correspondence, and reports.
• Ensure policies are current, advise staff on procedures, collaborate with leadership on reporting deadlines, and help prepare for inspections and audits.
• Serve as the Automated Data Processing Application Coordinator (ADPAC) and coordinate and support technology applications used by the service.
• Use Microsoft Office to create and format letters, reports, memoranda, spreadsheets, graphics, and presentations; store and retrieve electronic documents; and manage email communications.
• Enter training information, retrieve education and training statistics, and use electronic systems to support administrative operations.
• Research subject matter independently, gather relevant information, and provide background information for leadership and program operations.
• Review policies and procedures, monitor compliance, identify workflow or readiness problems, and direct issues to appropriate departments.
• Monitor reports and meeting action items, follow up with leadership and departments, and help ensure assignments and deadlines are met.
• Represent the office in resolving problems, clarifying issues, providing guidance, and following up on commitments with employees, patients, families, community partners, and external agencies.
• Coordinate schedules, meetings, and work processes among departments and organizations to ensure timely issue resolution and productive professional relationships.

Benefits

• Federal employee benefits package; specific benefits depend on position type and eligibility.
• VA may offer credit for job-related non-federal experience or active-duty uniformed military service when determining annual leave accrual, subject to prior request and approval.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level