Program Support Assistant

Summary

This position is located in the Department of Veterans Affairs, Medicine Service, Salisbury, NC. The incumbent performs a variety of administrative duties which support the work of the Chief, Medicine Service, Administrative Officer, and Subspecialty Clinics in Medicine Service. The incumbent is knowledgeable of the Medical Center's organization, policies, procedures, and resources; and provides administrative program and training activities support.

Duties

• Duties include but are not limited to: The incumbent has administrative/clerical responsibility for daily operations in Medicine Service. The incumbent assists in the implementation and support of the Service. Serves as liaison and support for multiple programs within Medicine Service which includes the lnpatient/ Hospitalists, Cardiology, Dermatology, Endocrinology, Pulmonology, Neurology, Sleep and Rheumatology sections. Duties are varied, non-routine, and consist of handling data and coordination of activities within these sections. Serves as a point of contact for patients, Medical Center staff, VISN staff, community agencies, and various others who contact these departments. Performs work involving the collection, compilation, and/or tracking of data and statistical information in support of Medicine Service program operations and accesses status or outcomes in relation to established performance measures, goals, and objectives; receives and processes documents and reports in accordance with established procedures; uses software in the planning, review, and reporting of data/statistical results of program studies. Establishes protocols for incoming data, organizes and maintains patient data and retrieves a variety of data. Participates in performance improvement activities related to the program quality improvement process and offers performance improvement advice to program staff. Responsible for providing data/reports related to the administrative, clinical, and technical aspects of Medicine Service to the AO and/or Chief, Medicine Service. The incumbent will be responsible for resolving open encounters in Medicine Service which will require extensive medical terminology. Runs and reviews open encounters using VISTA reports and assists the physicians with problematic open encounters. Works with and trains physicians on resolving open encounters. Retrieves various clinical workload reports via VISTA reporting menus. Interacts with Health Information Management Service to correct errors, close encounters, and complete record documentation. Works directly with Medicine Service providers and the AO in coordinating, developing, and submitting CPRS templates/consults for the enhancement of specialty care progress notes and medical specialty consults. Consults with 01& T and medical record staff to improve/update/modify CPRS templates and consults for inpatient and outpatient referrals. Serves as the point of contact for Human Resources. The incumbent works with the AO on all HR actions. Responsible for the preparation and processing of all personnel actions and for the upkeep of a tracking spreadsheet for all HR actions. Responsible for generating necessary documents required for recruitment, appointments, transfers, retirements and other personnel actions and for entry, as necessary, in Web-HR. The incumbent attains and maintains computer skills on a variety of software programs, e.g., word processing, file management, VISTA, Excel, Power Point, VSSC, ProClarity, etc. and communication tools such as MS Outlook. Accurately collects, enters, and manages data, including both patient data and program data. Acts as a consultant to program team members with regard to administrative matters. Schedules and coordinates meetings and appointments using Microsoft Outlook calendar. Serves as an AIS Coordinator, TMS Coordinator, Department Level Patient Advocate, and timekeeper for Medicine Service. The incumbent assists in training staff on correct processes that prevent errors due to incomplete data. Trains individuals in the operation of computer terminals, printers, and equipment; procedures for inputting data, trouble-shooting and resolving simple operational problems, procedures for data retrieval and various other topics as identified. Work Schedule: Monday - Friday 7:30am - 4pm Telework: Not Authorized Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD018290 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 09/23/2026. Time-In-Grade Requirement: Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement. For a GS-6 position you must have served 52 weeks at the GS-5. The grade may have been in any occupation, but must have been held in the Federal service. An SF-50 that shows your time-in-grade eligibility must be submitted with your application materials. If the most recent SF-50 has an effective date within the past year, it may not clearly demonstrate you possess one-year time-in-grade, as required by the announcement. In this instance, you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade. Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment. You may qualify based on your experience and/or education as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-5 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: experience where you were responsible for providing administrative support; collecting, compiling and tracking data and information; processing documents and reports; establishing, updating and maintaining office files and records; performing automation duties using such software applications such as word processing, spreadsheet, electronic mail, desktop publishing, calendar, database and/or graphics; and providing information and customer service. NOTE: Experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/.

Requirements

You must be a U.S. Citizen to apply for this job To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job. Selective Service Registration is required for males born after 12/31/1959 Physical Requirements: The work required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment. A pre-placement physical examination is not required. Subject to background/security investigation Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued identification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment. Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider: your performance and conduct; the needs and interests of the agency; whether your continued employment would advance organizational goals of the agency or the Government; and whether your continued employment would advance the efficiency of the Federal service. Upon completion of your probationary period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

Education

There is no educational substitution at this grade level.

How to apply

Please read the entire announcement and all the instructions before you begin an application. To apply for this position, you must complete the initial online application, to include the initial online questionnaire and submission of the required documentation specified in the How to Apply and Required Documents section. The complete application package must be submitted by 11:59 PM (ET) on the closing date of the announcement to receive consideration. To preview the application questionnaire, click https://apply.usastaffing.gov/ViewQuestionnaire/13062020. The application process is as follows: To begin, click Apply Online to create a USA JOBS account or log in to your existing account. Follow the prompts to select your USA JOBS resume and/or other supporting documents. Answer the questions presented in the application and attach all necessary supporting documentation. Click the Submit Application button prior to 11:59 PM (ET) on the announcement closing date, 09/23/2026. If you are required to complete any USA Hire Assessments, you will be notified after submitting your application. The notification will be provided in your application submission screen and via email. The notification will include your unique assessment access link to the USA Hire system and the completion deadline. Additionally, in USAJOBS you can click "Track this application" to return to your assessment completion notice. Access USA Hire using your unique assessment link. Access is granted through your USAJOBS login credentials. Review all instructions prior to beginning your assessments. You will have the opportunity to request a testing accommodation before beginning the assessments should you have a disability covered under the Rehabilitation Act of 1973 as amended. Set aside at least 3 hours to take the USA Hire Assessments; however, most applicants complete the assessments in less time. If you need to stop the assessments and continue later, you can re-use your unique assessment link. NOTE: Your responses to the USA Hire Assessments will be reused for one year (in most cases) from the date you complete an assessment. If future applications you submit require completion of the same assessments, your responses will be automatically reused. Visit the USA Hire Applicant Resource Center for practice assessments and assessment preparation resources at https://support-usahire.opm.gov/hc/en-us. To update your application, including supporting documentation: During the announcement open period, return to your USAJOBS account, find your application record, and click Edit my application. This option will no longer be available once the announcement has closed. To view the announcement status or your application status: https://help.usajobs.gov/how-to. Your application status page is where you can view your application status, USA Hire assessment completion status, and review your notifications sent by the hiring agency regarding your application. Beginning September 27, 2025, Federal agencies will only accept resumes up to two pages in length to comply with the Merit Hiring Plan. Resumes longer than two pages will result in ineligibility for further consideration for the position. USAJOBS will not allow you to upload or build resumes longer than two pages, and you will need to update the resumes in your profile before applying for a job. Resumes should include information relevant to the knowledge, skills, abilities, and competencies of the position to which you are applying. VA is unable to make assumptions about qualifications if not clearly listed. Resumes must be legible so they can be reviewed for eligibility, minimum qualifications and other position requirements listed in the job announcement. Your resume must be 5MB or less. We recommend saving and uploading your resume as a PDF to maintain formatting and number of pages. We also accept GIF, JPG, JPEG, PNG, RTF, TXT, PDF, ODT or Word (DOC or DOCX). We do not accept PDF portfolio files. We recommend using a sans-serif font size like Lato, if available. Other widely available options are Calibri, Helvetica, Arial, Verdana, Open San Source Sans Pro, Roboto or Noro Sans. Make your page margins 0.5 inches. Consider using 14-point size font for titles and 10-point for the main text in your resume. The resume builder can help you create a resume using these recommendations and uses the information in your USAJOBS profile to help you get started. Helpful Hints for Creating a Two-Page Resume: Prioritize most relevant and recent experience Use concise, results focused language Align language from the job announcement Focus on demonstrating skills and competencies Remove outdated or unrelated experience Use the USAJOBS resume builder Additional guidance on this new requirement and resume building tools can be found at https://help.usajobs.gov/faq/application/documents/resume/page-limit