Program Support Assistant

Veterans Health Administration • Miami, FL

5d • Onsite

About The Position

This position is located in the Health Professions Education Office (HPEO) at a VA medical facility and is organizationally aligned under the Associate Chief of Staff for Education, Designated Education Officer (DEO), who reports to the Chief of Staff. The position supports the DEO and HPE Manager in establishing, maintaining, and evaluating the quality of health professions training programs and the quality of care delivered by health professions trainees at the facility.

The Program Support Assistant coordinates administrative and support services to help the HPEO fulfill requirements related to VHA’s academic mission and program requirements of the Office of Academic Affiliations and HPE accrediting bodies. The work includes administrative operations, personnel and timekeeping support, records and data management, meeting and event coordination, and assistance with data collection and financial analysis.

The position works Monday through Friday, 8:30 a.m. to 5:00 p.m. Telework is not authorized, and the position is not virtual. The work is primarily sedentary and takes place in an adequately lighted, heated, and ventilated office setting. Occasional light physical effort, such as walking, climbing stairs, or carrying light office items, may be required.

Requirements

• U.S. citizenship is required.
• Complete the application, questionnaire, and required online assessment.
• For current Federal employees who have held a GS grade in the past 52 weeks, meet the GS-7 time-in-grade requirement of 52 weeks at GS-6 and submit supporting SF-50 documentation.
• Have one year of specialized experience equivalent to at least GS-6, including administrative support in a healthcare facility; procurement processes; automation using applications such as word processing, spreadsheets, email, desktop publishing, calendars, databases, or graphics; budget estimates and spreadsheets; collecting, compiling, and tracking data; and researching references, regulations, or standards to identify appropriate corrective actions.
• Register with Selective Service if male and born after December 31, 1959.
• Complete required background/security investigation and online onboarding.
• Participate in the seasonal influenza vaccination program as a VA health care personnel requirement.
• Serve a one-year probationary period or two-year trial period, as applicable.
• The work is mostly sedentary, with occasional light physical effort such as walking, stair climbing, or carrying light office items.

Nice To Haves

• Computer skills and clerical expertise.

Responsibilities

• Provide technical and administrative guidance to support efficient service operations and stakeholder satisfaction.
• Prepare and track documents and correspondence, coordinate actions, and close action items.
• Anticipate operational obstacles that could interfere with objectives and take or recommend actions to prevent them.
• Provide required documentation within required timeframes for position management, hiring actions, FTE requests, and performance appraisals.
• Provide administrative orientation and training to new HPEO employees.
• Serve as timekeeper; use timekeeping codes and validate and process timecards accurately.
• Manage and maintain electronic files and program data in SharePoint and on shared drives.
• Support HPE Office staff with data collection, data entry, and financial analysis.
• Prepare and distribute approved meeting agendas, preparation materials, and minutes.
• Oversee logistics, planning, and preparation for HPEO meetings, including scheduling, materials, travel and lodging arrangements, and special events.
• Work and plan with undergraduate and graduate students and medical professionals.
• Perform other duties as assigned.

Benefits

• 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.
• Newly appointed Federal employees may request credit for job-related non-Federal experience or active-duty uniformed military service when determining annual leave accrual; approval is not guaranteed.

What This Job Offers

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