Program Support Assistant

U.S. Department of Veterans Affairs; East Orange (NJ); On-site; USD 52,000 - 76,000; Full time

Job summary

U.S. Department of Veterans Affairs in East Orange, NJ seeks a Program Support Assistant for Ambulatory Care Service. The role supports primary care, dermatology, integrative medicine, and health promotion activities, handling data entry, reporting, scheduling, and personnel actions.

Responsibilities include maintaining employee databases, generating staffing reports, coordinating interviews, and serving as timekeeper for Ambulatory Care and fee-basis providers. Monday to Friday, 08:00–16:30.

Qualifications

• Typing at least 40 words per minute is required.
• One year of specialized experience equivalent to GS-5 in Federal service is required.
• Experience providing administrative support, data collection, and reporting is required.

Responsibilities

• Create and maintain employee database in Access with duty station and training data.
• Prepare monthly compliance reports.
• Input attendance data into staff database and update records.
• Generate staffing reports from WebHR and export to Excel.
• Coordinate interviews and recruitments with panels and applicants.

Skills

Typing proficiency 40 wpm

Administrative support

Data entry

Tools

Microsoft Access

Microsoft Word

Microsoft Excel

WebHR

Job description

Summary

The Program Support Assistant for Ambulatory Care Service includes - Primary Care - Dermatology - Integrative Medicine - Integrative Pain Management - Health Promotion Disease Prevention - Virtual Health - PACT Call Centers - Center for Health and Wellness - Compensation and Pension - and Employee and Occupational Health - VANJ Ambulatory Care Service has over 330 staff members and provides administrative and clinical services at 2 medical centers and 9 CBOCs.

Qualifications

To qualify for this position - applicants must meet all requirements by the closing date of this announcement - 11/03/2026. You may qualify based on your experience and/of education as described below: TYPING PROFICIENCY: This position requires the skills of a qualified typist. In addition to meeting the experience and/or education requirements - you must be able to type at least 40 words per minute. AND - In order to qualify for this position at the GS-6 level - you must meet one of the following:Experience: One (1) full year of specialized experience that equipped you with the knowledge - skills - and abilities to successfully perform the duties the Program Support Assistant at the full performance level (GS-6) - and that is typically in or related to the position to be filled. To be creditable - specialized experience must have been equivalent to at least the next lower grade level (GS-5) in the Federal service. Specialized experience is 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; answering telephones - referring visitors - and providing information. 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/.

Duties

• Major Duties may include but are not limited to: Creates and maintains employee database in Microsoft Access to compile necessary employee data elements as such as duty station - supervisor - training requirements - performance appraisal due dates - PIV expirations - performance rating - BLS expiration dates - anniversary dates - etc
• Prepares monthly report for submission to compliance
• Obtain attendance information from Nursing Education and input data into the staff database
• Updates the database as staff enter and leave the service and change positions and supervisors
• The service is often required to respond to requests for reports on short-notice and it is critical to have the necessary information readily available
• Schedules employees for classes and emails reminders and works closely with Ambulatory Care Nurse Liaison
• Processes personnel actions such as (SF-52s) for employees on an ongoing bases throughout the year for recruitments - transfers - retirements - etc
• Participates in the recruitment process for new employees by coordinating interview times with interview panels - contacting applicants - scheduling interviews - preparing interview packets
• Generates staffing reports from WebHR and exports in Excel
• Distributes unsigned notes to providers - nurses - or MSAs to ensure compliance with documentation requirements in CPRS
• Processes the paperwork - assist supervisor with knowledge of the regulations and processes
• Serves as the primary timekeeper for Ambulatory Care and all fee basis providers at the East Orange site and alternate time keeper for other Ambulatory Care T&Ls
• Must secure all supplies and equipment needed for the day-to-day operation of service
• Work Schedule: Monday - Friday - 08:00am - 4:30PM
• Compressed/Flexible: Not Authorized
• Telework: Ad-Hoc Virtual: This is not a virtual position
• Position Description/PD#: Program Support Assistant/PD21Y80A Relocation/Recruitment Incentives: Not Authorized
• Permanent Change of Station (PCS): Not Authorized
• PCS Appraised Value Offer (AVO): Not Authorized.