Program Support Assistant

Veterans Health Administration • Nashville, TN

7d • Onsite

About The Position

The Program Support Assistant provides administrative support to the Environmental Management Service (EMS), including support for leadership, supervisors, and service operations. The role coordinates procurement and delivery of supplies and materials, generates and distributes work orders, processes employee time and attendance, assists with approved memos, and supports personnel, equipment, reporting, maintenance, and safety matters.

The position handles calls and visitors, responds to information requests, schedules appointments, maintains budget expenditure and purchasing records, verifies deliveries, and resolves order discrepancies. It processes incoming and outgoing correspondence, tracks suspense dates, and keeps managers informed of matters requiring their attention. The incumbent stays current on applicable VA and medical center regulations and policies, assists with employee onboarding and personnel documentation, counsels employees on training opportunities, and arranges travel.

The incumbent serves as EMS timekeeper for a workforce distributed across three sites, multiple shifts, and community-based outpatient clinics. The role also procures or manages procurement of supplies, equipment, parts, chemicals, consumables, and specialized items; maintains an accurate, user-friendly filing system; and protects sensitive information. The position is onsite, with a Monday–Friday schedule from 7:30 a.m. to 4:00 p.m.

Requirements

• One year of specialized experience equivalent to at least the GS-5 level, including clerical and administrative support; preparing correspondence, memoranda, reports, and other documents; compiling and analyzing information for leadership; and maintaining time and attendance records.
• Strong interpersonal and communication skills when interacting with patients, staff, professional personnel, and senior leadership.
• Proficiency with Microsoft Word, Excel, and PowerPoint.
• Knowledge of basic administrative travel regulations, timekeeping and leave guidelines, and basic personnel procedures.
• U.S. citizenship.
• For current or former federal employees subject to the time-in-grade requirement: 52 weeks at GS-5 for a GS-6 position.
• Complete the required application steps and online assessment; selected applicants must complete onboarding and a background/security investigation.
• Male applicants born after December 31, 1959, must be registered for Selective Service.
• Participation in the seasonal influenza vaccination program is required for VA Health Care Personnel.
• Serve a one-year probationary period or two-year trial period, as applicable.

Nice To Haves

• Experience using workload-related software such as Decision Support Software, VistA, and ASISTS.
• Experience researching publications or databases and extracting, summarizing, and compiling information.

Responsibilities

• Provide administrative and clerical support to EMS leadership, supervisors, and service operations.
• Coordinate procurement and delivery of supplies and materials, and generate and disseminate work orders.
• Dispatch and receive calls, greet and direct visitors, respond to information requests, screen sales calls, and schedule appointments.
• Assist with maintaining and reconciling budget expenditure records across six fund controls; track obligations, purchase orders, and voucher numbers, and make necessary adjustments.
• Verify delivery of ordered items, follow up on missing items, and reconcile discrepancies.
• Receive, review, prioritize, and route incoming mail; compose routine correspondence; track suspense records and follow up on timely responses.
• Review outgoing correspondence for format, attachments, dates, and other requirements before signature.
• Stay current with and interpret applicable medical center and VA regulations and policies.
• Keep the service Chief informed about personnel matters, including debts, retirement, insurance, pay, leave, schedules, assignments, safety, and training.
• Process new employees, conduct initial orientation, prepare appointment documents, and advise employees about training opportunities.
• Arrange employee travel, including schedules, reservations, travel orders, and vouchers.
• Serve as EMS timekeeper, maintaining time and attendance records and handling corrections for a workforce across multiple sites and shifts.
• Procure or manage procurement of supplies, equipment, services, technical parts, sanitization chemicals, consumables, and specialized items.
• Maintain an accurate, systematic, user-friendly filing system and protect sensitive data.

Benefits

• Federal employee benefits package; specific benefits depend on position eligibility and should be confirmed with the hiring agency.
• Potential 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
• Education Level: No Education Listed