Program Support Assistant (OA)

Veterans Health Administration • San Antonio, TX

2d

About The Position

The Program Support Assistant (OA) provides administrative and program support under general supervision, exercising independent judgment to complete difficult and responsible tasks and specialized technical duties. The role requires advanced office automation proficiency, specialized knowledge of Quality Assurance workflows, and substantial independence in coordinating complex administrative functions for Patient Care Services.

The incumbent serves as the primary Quality Assurance contact for processes supporting Nursing Qualification Standards and handles related email, messaging, and telephone inquiries. The position supports process improvements, document and record management, office supply tracking, and coordination of Probationary Review Board (PRB) and Functional Statement workflows. It also prepares reports and documents for leadership and board review and maintains databases and tracking spreadsheets.

The regular schedule is Monday through Friday, 0730–1600. Telework may be authorized, with eligibility discussed during the interview. This is not a virtual position. The role is subject to a one-year probationary or trial period and requires the selected employee to meet applicable federal employment conditions.

Requirements

• One year of specialized experience equivalent to at least the next lower grade, GS-05, in the normal line of progression.
• Knowledge of software packages used in the organization to perform major duties.
• Expertise in time management and prioritizing daily duties.
• Ability to manage simultaneous unrelated tasks and frequent interruptions while remaining focused on tasks and deadlines.
• Strong written and oral communication and interpersonal skills.
• Ability to establish and maintain effective working relationships with a wide range of individuals, including leadership, and obtain support for program implementation and maintenance.
• U.S. citizenship.
• Selective Service registration for males born after December 31, 1959.
• Successful completion of required background and suitability investigation and onboarding requirements.
• Ability to serve a one-year probationary or trial period; continued employment is subject to written certification that it advances the public interest.
• If selected, fully vaccinated against COVID-19 and submit proof before the start date, subject to legally required accommodations.
• Ability to perform mostly sedentary work involving computer use and to move between facility locations; occasional standing, walking, bending, or prolonged sitting may be required.

Responsibilities

• Serve as the primary Quality Assurance contact for processes supporting Nursing Qualification Standards; receive and respond to related emails, messages, and calls.
• Prioritize work to support efficient and effective Patient Care Services operations.
• Independently oversee and organize communications and maintain documents.
• With supervisor concurrence, advise staff on process improvements related to recordkeeping, training, policy adherence, mail handling and distribution, and office supply tracking and ordering.
• Use personal computers and Microsoft Office applications, including Word, Excel, Access, PowerPoint, Outlook, Teams, and LEAF.
• Maintain PRB tracking worksheets and coordinate monthly communications with PRB chairs and subject matter experts to support timely submission of required documentation.
• Coordinate information from initiators and VetPro for board members.
• Prepare board action forms based on board findings and route them to board members for signature.
• Communicate completed PRB materials to Human Resources and update completion spreadsheets.
• Prepare quarterly and annual PRB summary reports for leadership review.
• Maintain databases of files and documents.
• Coordinate document exchanges with the Shared Services Unit and Consolidated Classification Unit for Functional Statement workflows.
• Prepare signature-ready documents in accordance with formatting conventions and liaise with initiators to complete documents.
• Redirect documents within LEAF as needed to maintain communication in collaboration with the Quality Assurance Nurse.
• Post finalized Functional Statements to the South Texas SharePoint site and maintain accurate document-completion tracking spreadsheets.
• Prepare annual summary reports for leadership.

Benefits

• Federal employee benefits package is available to the employee and family, subject to eligibility.
• VA may grant 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