Program Assistant – Healthcare Staffing (VA Program)

Aptive; United States; On-site; USD 42,000 - 64,000; Full time

Job summary

Aptive seeks a proactive Program Assistant to support day-to-day operations of a growing healthcare staffing portfolio for the VA/VHA. You will help coordinate communications, maintain program records, and support onboarding and operational workflows across internal teams, candidates, and external partners.

The role requires excellent written and verbal communication, strong organization, and the ability to manage multiple priorities in a fast-paced environment.

Qualifications

• At least 1 year of experience supporting project management, program coordination, administrative operations, or healthcare staffing programs.
• Ability to prioritize competing tasks and manage workload effectively with minimal supervision.
• Strong organizational skills and high attention to detail.
• Ability to manage multiple priorities and pivot quickly in a fast-paced environment.
• Excellent written and verbal communication skills.
• Proficiency with collaboration and communication tools such as Microsoft Teams, Jira, or similar platforms.
• Ability to work both independently and cross-functionally within a collaborative team environment.

Responsibilities

• Maintain staffing rosters and program trackers.
• Take detailed meeting minutes, synthesize key takeaways, and track action items.
• Monitor inquiries across channels and draft meeting agendas.
• Coordinate onboarding activities for new program staff.
• Support security tracking and escalations for new and active staff.
• Track action items and ensure timely completion.
• Coordinate with cross-functional teams to support program delivery and operational needs.

Skills

Communication

Organizational skills

Prioritization

Attention to detail

Team collaboration

Tools

Microsoft Teams

Jira

Job description

We are seeking a proactive and detail-oriented Program Assistant to support the day-to-day operations of a growing healthcare staffing portfolio. This role supports program coordination, onboarding activities, operational tracking, and communications across internal teams, candidates, and external partners.

The Program Assistant will play a key role in ensuring smooth program delivery by maintaining program records, coordinating communications, and supporting operational workflows for assigned task orders.

This role directly supports the U.S. Department of Veterans Affairs (VA), specifically the Veterans Health Administration (VHA), and contributes to delivering high-quality staffing services that support care for our nation’s Veterans.

The ideal candidate is highly organized, communicative, and comfortable managing multiple priorities in a fast-paced environment. Strong written and verbal communication skills are essential, as this role will interact with internal stakeholders, subcontractors, and federal partners.

We are a low-ego, high-output team that values kindness, accountability, and a willingness to support one another wherever needed. We’re looking for someone who is not only a capable operator but also a thoughtful teammate who thrives in a collaborative environment.

Primary Responsibilities

Client Coordination & Communication

• Assist with maintaining and updating staffing rosters and program trackers.
• Take detailed meeting minutes, synthesize key takeaways, and track action items.
• Monitor and respond to inquiries across multiple communication channels (e.g., Microsoft Teams, email).
• Draft meeting agendas and coordinate meeting invitations for internal, client, and partner meetings.
• Support communication and coordination across internal teams, subcontractors, and client stakeholders.

Candidate Communication & Support

• Monitor candidate communications (including text traffic) and respond to general inquiries.
• Escalate questions or issues to the appropriate internal teams when needed.
• Assist with resolving candidate issues related to onboarding, scheduling, or program participation under the guidance of the Project Manager

PMO & Program Operations Support

• Maintain program documentation, staffing records, and operational trackers.
• Support security tracking and coordinate escalations for new and active staff.
• Assist with coordination of onboarding activities for new program staff.
• Track action items and follow up with stakeholders to ensure timely completion.
• Coordinate with cross-functional teams to support program delivery and operational needs.

Minimum Qualifications

• At least one (1) year of experience supporting project management, program coordination, administrative operations, or healthcare staffing programs.
• Demonstrated ability to prioritize competing tasks and manage workload effectively with minimal supervision.
• Strong organizational skills and high attention to detail.
• Ability to manage multiple priorities and pivot quickly in a fast-paced environment.
• Excellent written and verbal communication skills.
• Proficiency with collaboration and communication tools such as Microsoft Teams, Jira, or similar platforms.
• Ability to work both independently and cross-functionally within a collaborative team environment.

Desired Qualifications

• Experience supporting healthcare staffing programs or healthcare operations.
• Familiarity with Veterans Health Administration (VHA) structures, policies, or compliance processes.
• Experience working in a federal contracting or government services environment.

About Aptive

Arrow ARC supports Veterans Health Administration facilities and offices across the U.S. with health care staffing and program support via the 10-year Integrated Critical Staffing Program (ICSP). We provide staffing solutions to address critical shortages in VHA medical facilities caused by turnover, recruitment issues, seasonal needs, surges or emergencies.

Arrow is a certified Service-Disabled, Veteran-Owned Small Business joint venture between Artemis ARC and Aptive Resources, two award-winning companies that share an agile, mission-focused, results driven approach in the federal sector. Arrow provides management consulting services and specializes in working with federal government agencies like the Department of Veterans Affairs and Office of Personnel Management.

EEO Statement

Aptive is an equal opportunity employer. We consider all qualified applicants for employment without regard to race, color, national origin, religion, creed, sex, sexual orientation, gender identity, marital status, parental status, veteran status, age, disability, or any other protected class.

Veterans, members of the Reserve and National Guard, and transitioning active-duty service members are highly encouraged to apply.