Program Support Assistant

Veterans Health Administration • East Orange, NJ

9d • Onsite

About The Position

The Program Support Assistant supports the VA New Jersey Health Care System’s Ambulatory Care Service, which includes Primary Care, Dermatology, Integrative Medicine, Integrative Pain Management, Health Promotion Disease Prevention, Virtual Health, PACT Call Centers, Center for Health and Wellness, Compensation and Pension, and Employee and Occupational Health. The service has more than 330 staff members and provides administrative and clinical services at two medical centers and nine community-based outpatient clinics.

The role maintains staff information and records, prepares reports, supports training and recruitment, processes personnel actions and documentation, and provides timekeeping and supply support. The position is based at the East Orange site and has a Monday–Friday schedule from 8:00 a.m. to 4:30 p.m. Ad-hoc telework is available; the position is not virtual. Compressed or flexible schedules and relocation or recruitment incentives are not authorized.

Requirements

• U.S. citizenship.
• At least one year of specialized experience equivalent to at least the GS-5 level in the Federal service, providing administrative support; collecting, compiling, and tracking data and information; processing documents and reports; maintaining office files and records; using office software such as word processing, spreadsheets, email, calendars, databases, desktop publishing, or graphics; and answering telephones, referring visitors, and providing information.
• Ability to type at least 40 words per minute.
• Meet all application and assessment requirements by the announcement closing date of November 3, 2026.
• Males born after December 31, 1959, must be registered with Selective Service.
• Selected applicants must complete background/security investigation and online onboarding requirements, provide acceptable identification, and participate in the seasonal influenza vaccination program.
• Serve a one-year probationary period.

Responsibilities

• Create and maintain a Microsoft Access employee database containing information such as duty station, supervisor, training requirements, performance appraisal due dates, PIV expiration dates, performance ratings, BLS expiration dates, and anniversary dates.
• Prepare monthly reports for submission to compliance and respond to short-notice requests for information and reports.
• Obtain attendance information from Nursing Education and enter it into the staff database.
• Update the database as staff join or leave the service, change positions, or change supervisors.
• Schedule employees for classes, send reminders, and work with the Ambulatory Care Nurse Liaison.
• Process personnel actions, including SF-52s, for recruitments, transfers, retirements, and other actions throughout the year.
• Support recruitment by coordinating interview times with panels, contacting applicants, scheduling interviews, and preparing interview packets.
• Generate staffing reports from WebHR and export them to Excel.
• Distribute unsigned notes to providers, nurses, or MSAs to support compliance with documentation requirements in CPRS.
• Process paperwork and assist the supervisor with knowledge of applicable regulations and processes.
• Serve as primary timekeeper for Ambulatory Care and all fee-basis providers at the East Orange site, and as alternate timekeeper for other Ambulatory Care T&Ls.
• Obtain supplies and equipment needed for the day-to-day operation of the service.

Benefits

• Federal employee benefits package available to the employee and family; specific benefits depend on position type and should be confirmed with the hiring agency.
• VA may offer newly appointed federal employees credit for qualifying job-related non-federal experience or active-duty uniformed military service when determining annual leave accrual; approval is required and not guaranteed.

What This Job Offers

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