Management and Program Asst

U.S. Department of Veterans Affairs; Birmingham (AL); Hybrid; USD 47,000 - 62,000; Full time

Benefits offered by this job

Telework eligible

Job summary

U.S. Department of Veterans Affairs in Birmingham, AL is seeking a Management and Program Assistant to support multiple specialty care clinics under the Associate Chief of Staff. The role requires independent decision-making with limited supervision and expands the ACOS for Medicine's responsibilities.

Key duties include data tracking, credentialing, timecard coordination, and coordination of meetings. The position offers telework eligibility and a typical Monday–Friday schedule.

Qualifications

• Specialized Experience: one year equivalent to GS-06.
• Knowledge to recognize relevant information and distinguish what is not.
• Coordinate office work with other subspecialties and programs.
• Knowledge of academic residency program and related processes.
• Sedentary work with occasional walking, standing, bending, and light carrying of items.

Responsibilities

• Perform data collection, compilation, and tracking to support operations.
• Develop data tracking systems for program-specific metrics and suspense items.
• Coordinate credentialing and privileging processes for Medicine and residency applications.
• Maintain data tracking spreadsheets per Education Service and Office of Academic Affiliations policies.
• Serve as timecard coordinator ensuring timely submissions for approval.
• Assist with system access, PIV cards, and routing/approval procedures.
• Provide policy guidance on supplies and related processes for the service.
• Receive, schedule, refer, and contact staff and external parties as needed.
• Process incoming/outgoing correspondence and materials.
• Schedule meetings and conferences; conduct background research for meetings.

Skills

Customer Service

Flexibility

Integrity/Honesty

Interpersonal Skills

Reading Comprehension

Reasoning

Self-Management

Teamwork

Education

One year of specialized experience equivalent to GS-06

Job description

Summary

The Management and Program Assistant serves under the Associate Chief of Staff (ACOS) - the incumbent will help support administratively multiple specialty care clinics. Incumbent will work with very limited supervision and will often be required to make independent decisions while assigned to this position. Duties are an expansion of the overall responsibilities of the ACOS for Medicine and the assigned Section Chiefs.

Summary

The Management and Program Assistant serves under the Associate Chief of Staff (ACOS) - the incumbent will help support administratively multiple specialty care clinics. Incumbent will work with very limited supervision and will often be required to make independent decisions while assigned to this position. Duties are an expansion of the overall responsibilities of the ACOS for Medicine and the assigned Section Chiefs.

Qualifications

To qualify for this position - applicants must meet all requirements by the closing date of this announcement - 10/30/2026.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-07 position you must have served 52 weeks at the GS-06. 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-06 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include - but are not limited to: knowledge to recognize what information is or is not relevant to the problem at hand; coordinating the work of the office with the work of the other subspecialties; maintenance and development of various administrative standard operating procedures using knowledge of established requirements and functions of the organizations involved; knowledge of the purposes - objectives - and requirements of various organizational programs such as academic residency program. Skill in applying basic data gathering methods to collect various types of factual information and ability to plan the steps to take - identify problems from collected data and select solutions from alternatives in guidelines. You will be rated on the following Competencies for this position: Customer Service Flexibility Integrity/Honesty Interpersonal Skills Reading Comprehension Reasoning Self-Management Teamwork Experience refers to paid and unpaid experience - including volunteer work done through National Service programs (e.g. - Peace Corps - AmeriCorps) and other organizations (e.g. - professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies - knowledge - and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience - including volunteer experience. Note: A full year of work is considered to be 35-40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment. Physical Requirements: The work is sedentary. Typically - the employee may sit comfortably to do the work. However - there may be some walking - standing - bending - and carrying of light items like papers or books. No special physical demands are required to perform the work. 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/.

• Major duties include - but are not limited to: Perform work involving the collection - compilation - and/or tracking of data and statistical information in support of the organization's operation
• Develops tracking systems for all program specific data to track suspense's on items such as service level goals - project milestones - progress reports - compliance strategies - workload assessment - complication databases - and quality assurance information
• Coordinates the credentialing and privileging process for Medicine service and processes applications for the Medical Residency Program
• Responsible for maintaining the data tracking spreadsheets based upon policies and procedures set by Education Service and the Office of Academic Affiliations
• Functions as a service timecard coordinator ensuring timely submission of all timecards for final approval
• Manages and troubleshoots initial entries for both systems requiring knowledge of the systems and requirements for issuance of PIV cards - computer accounts - and the routing and approval procedures
• Provides ongoing support pertaining to policies and procedures related to supplies for the service
• Receives - schedules - refers - and contacts members of the staff - agency - and persons outside the agency ranging from other government agencies to the general public
• Processes incoming and outgoing materials such as correspondence - reports - memoranda - and other forms of written communication
• Schedules or coordinates meetings/conferences
• Researches and provides background on subject matter of meetings without direction
• Work Schedule: Monday-Friday - 8:00 a.m
• -4:30 p.m
• Compressed/Flexible: Not Available Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service - increase worker productivity - and better prepare the agency to operate during emergencies
• This position may be authorized for telework
• Telework eligibility will be discussed during the interview process
• Virtual: This is not a virtual position
• Position Description/PD#: Management and Program Asst/PD10736SRelocation/Recruitment Incentives: Not Authorized Financial Disclosure Report: Not required