Program Support Assistant

U.S. Department of Veterans Affairs; Big Spring (TX); On-site; USD 45,000 - 65,000; Full time

Job summary

U.S. Department of Veterans Affairs, West Texas VA Health Care System in Big Spring, Texas, is seeking a Program Support Assistant to assist the Deputy Associate Director for Patient Care Services and related offices.

You will support recruitment, staffing, training, budgeting, and timekeeping while handling records, correspondence, and reporting in a busy health care setting. The role involves using Microsoft Word, Excel, Outlook, and Visio; handling travel and purchase requests; and

Qualifications

• Knowledge of hospital organizational structures and reporting systems.
• Ability to comprehend and implement programs within a health care system.
• Strong organizational skills for managing files, suspense records, calendars, and reports.

Responsibilities

• Assist the DADPCS with personnel management functions including recruitment, staffing, incentive awards, employee relations and training.
• Maintain filing systems and suspense files for VISN 17, VACO, and external agencies.
• Use Word, Excel, Outlook, Visio; process travel via CONCUR; handle 2237s and 1358s in VISTA; perform timekeeping in VATAS.
• Prepare work orders and act as Fund Control Point Clerk handling 2237s and GPC purchases.
• Provide budgeting and financial management for the service; support Talent Management System administration and timekeeping duties.
• Handle clerical tasks: process correspondence, edit letters, prepare reports, and coordinate submittals.
• Research files and assemble background information; serve as recorder for committees; track performance metrics and staffing data.

Skills

Hospital knowledge

Office administration

Interpersonal skills

Tools

Microsoft Word

Excel

Outlook

Visio

Job description

Summary

The position is located at the West Texas VA Health Care System (WTVAHCS) in Big Spring - Texas. This position serves as a Program Support Assistant providing support to the Office of the Deputy - Associate Director - Patient Care Services (DADPCS) and as directed by the DADPCS will provide support to Education Service - Extended Care - Ambulatory Care - and the DADPCS.

Qualifications

To qualify for this position - applicants must meet all requirements by the closing date of this announcement - 10/30/2026. You may qualify based on your experience as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-05 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 of hospital organizational structures and reporting systems; A broad knowledge of an extensive body of rules - regulations - and procedures to effectively perform a variety of assignments and resolve a variety of problems; Knowledge of the regulations - laws - and policies associated with the administration of programs in health care facilities; Ability to comprehend and put into practice programs and purpose within the health care system; Knowledge of the organizational office files and the purpose and content of documents in files; Organizational skills are necessary for use in maintaining numerous office files - suspense records - the calendar - preparing reports - and general working functions within Nursing Service; Tact - judgement - discretion - and good interpersonal relationships to work with all levels of personnel - disciplines and management at all levels.. 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/.

Duties

• Major duties include - but are not limited to: The incumbent is responsible for assisting the DADPCS and as directed by the DADPCS will provide support with personnel management functions in recruitment and staffing - incentive awards - employee relations - and training
• Maintains files and a filing system appropriate for use in VA with ability to maintain suspense files or retrieval systems in order to follow-up on correspondence or reports due to the VISN 17 - VACO Controlled Correspondence Department and to Veterans - as well as other government and community agencies
• Uses computerized programs - such as Microsoft Word - Excel - Outlook - Visio
• CONCUR to electronically make travel requests and submit travel vouchers
• VISTA (Veterans Health Information and Technology Architecture) to electronically process requests for services (2237s) and purchase orders (1358s)
• and VATAS (Veterans Affairs Time and Attendance System) to electronically perform timekeeping duties
• Prepares work orders
• Serves as Fund Control Point Clerk by processing 2237's and serves as General Government Purchase Card holder
• Provides the budgeting and financial management for the service
• Serves as Talent Management System (TMS) Administrator - Personal Identification Verification (PIV) Sponsor - Travel Champion - ADPAC and Timekeeper
• Assists the DADPCS and as directed by the DADPCS will provide support by performing clerical and administrative support work which consist of the following duties: Processes incoming and outgoing materials such as correspondence - reports - emails - memoranda - and other forms of written communication
• Edits letters - composes letters and reports - reviews correspondence for accuracy and completeness - prepares public presentation outlines - develops standard or form letters - replies to inquiries and consolidates/coordinates submittals of information
• Researches files and assembles background information about incoming material prior to referral
• Serves as a recorder for committees relevant to the DADPCS
• Reviews charts and tracks a variety of data for performance improvement and staffing methodology
• Receives - schedules - refers - and contacts members of the staff - agency - and persons outside the agency ranging from other government agencies to the general public
• Performs other duties as assigned
• Work Schedule: Monday - Friday - 8:00am - 4:30pm Telework: This position may be authorized for ad-hoc telework
• Telework eligibility will be discussed during the interview process
• Virtual: This is not a virtual position
• Position Description/PD#: Program Support Assistant/PD014490 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized