Program Support Assistant

Veterans Health Administration

Annapolis (MD)

Remote

USD 52,000 - 77,000

Full time

2 days ago

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Job summary

U.S. Department of Veterans Affairs, Veterans Health Administration, Vet Center in Annapolis, MD, seeks an organized Program Support Assistant. The role includes administrative duties, program support, and front-desk office management, with emphasis on accuracy in data and correspondence.

Telework possible, but on-site presence is common to support daily operations. The incumbent will maintain databases, respond to inquiries, manage electronic documents, and assist with timekeeping and

Qualifications

Proficient in Microsoft Word, PowerPoint, Excel and Outlook.
Must be able to type and perform data entry accurately.
Experience updating and maintaining electronic records and databases.

Responsibilities

Admin Duties: Proficient in MS Office; create correspondence, presentations, spreadsheets; track systems.
Program Duties: maintain Vet Center data; prepare materials and communications per guidelines.
Office Duties: maintain welcoming lobby; greet visitors; manage front desk tasks and inquiries.

Skills

Microsoft Office

Typing

Data entry

Tools

IFCAP

IPPS

RCSNet

Job description

Department: Department of Veterans Affairs

The position serves as assistant to the Vet Center Director, providing a wide range of staff assistance to the supervisor, and to other office staff members. The first 50 applications received per location will receive first consideration.

Key Responsibilities

Administrative Duties 50% The work of the positions requires the incumbent to be proficient in the use of various Microsoft Office Suite Programs to include but is not limited to: Word, Power Point, Excel and Outlook. These programs are used for creating correspondence, presentations, spreadsheets, develop tracking systems and to communicate with others.

RCS has established databases (RCSNet) which the incumbent is responsible for updating assigned Vet Center data on a regular basis. The incumbent is responsible for using other programs or systems such as share drives, share points, Integrated Funds Control, Accounting, and Procurement (IFCAP), Invoice Payment and Processing System (IPPS), and FORCE to carry out the work of the position.

All databases are to be kept current and complete, to allow for required reports to be accurate and timely. Incumbent makes suggestions for possible modifications to improve effectiveness and efficiency of database use for the field. The position requires a qualified typist/data entry. Responsible for reviewing and responding to all correspondence or inquiries the Vet Center receives via telephone, e-mail, and regular mail in a timely manner.

The incumbent collaborates with Vet Center staff to aid in a complete response to the inquiry. Utilizing critical thinking skills, the incumbent is responsible for ensuring all correspondence has proper grammar, spelling, is error‑free and formatting of the document is in accordance with approved RCS style guidelines.

Responsible for creating, updating, and maintaining all electronic documents for Vet Center staff, and Vet Center administrative folders in shared and personal folders. Incumbent create, updates, and maintains an electronic staff folder for each employee which may include position description or functional statement, in processing forms, training certificates, licensure, and the performance appraisal, etc. Serves as primary timekeeper utilizing VA Time and Attendance System.

Program Duties 25% The incumbent provides administrative support for the assigned Vet Center. Incumbent is responsible for ensuring all office equipment is in working order and, if not, works with appropriate staff to have equipment replaced or fixed in a timely manner to include placing work-orders, maintenance request and ensuring repairs are completed. Incumbent works independently establishing workload priorities off standing orders.

Incumbent develops and maintains tracking systems on all assigned programs or projects. Provides support to Vet Center staff by making copies, scanning information, and faxing information as requested. Responsible for creating and maintaining the Vet Center brochures, pamphlets, hand‑outs, staff business cards and other Vet Center documents which are used locally by staff under the guidance of the Vet Center Director or other staff.

The creation of materials is done in compliance with RCS communication and branding guidelines. Office Duties 25% The incumbent is responsible for providing a welcoming environment and keeping the front lobby neat and orderly. Each day all tables are cleared of any trash, books/magazines are neatly arranged, furniture straightened, and refreshment/coffee area is cleaned and stocked.

Any areas that appear in need of repair are fixed if possible or removed from lobby area if a safety hazard is present. Incumbent is responsible for contacting the appropriate office to get items back to working order as quickly as possible. Personally greets all visitors to the Vet Center, determines the nature of their visit, identifies Veterans arriving for appointment, confirms appointment, and contacts counselor to inform that client has arrived.

The incumbent uses independent judgment and Vet Center training to determine situations which require additional professional guidance by Vet Center staff. If the client appears to be in distress, the incumbent contacts the appropriate Vet Center personnel to handle the Veteran crisis. Work Schedule: M-F 8:00 am-4:30pm Telework: Ad Hoc Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD59893A

Requirements & Education

There is no educational substitution at this grade level.

Which agency is hiring for this position?

This position is with Veterans Health Administration, Department of Veterans Affairs.

What is the salary for this position?

The posted pay range is $52059 – $77306/yr.

Is this position remote or telework eligible?

This position is eligible for telework.

What security clearance is required?

This position requires a Other security clearance.

What is the application deadline?

Applications close on 2026-11-06.