Program Support Assistant

U.S. Department of Veterans Affairs; Los Angeles (CA); On-site; USD 55,000 - 76,000; Full time

Job summary

U.S. Department of Veterans Affairs seeks an Administrative Support Assistant in the Geriatrics and Extended Care (GEC) Department within the VA Greater Los Angeles Healthcare System.

The role handles state home per diem processes, eligibility determinations, and records management to support veterans and their families. The incumbent coordinates information with external partners, maintains SharePoint records, and ensures accurate data tracking for efficient service delivery.

Qualifications

• Specialized Experience: 1 year at GS-5 level in administrative work and program interpretation.
• Education: 4 years above high school to qualify.
• Combination: education plus experience may qualify at this level.

Responsibilities

• Manages critical administrative duties to assist customers with State Home Per Diem processes.
• Develops and updates administrative procedures affecting State Veterans Home and related services.
• Searches external databases to determine program eligibility and maintains records in automated systems.
• Interprets disability ratings for program status and eligibility and documents relevant information.

Skills

Administrative tasks

Program eligibility interpretation

Records management

Data tracking

Communication skills

Education

4 years of college/education beyond high school

Tools

SharePoint

Job description

Summary

This position is located in the Geriatrics and Extended Care (GEC) Department - reporting to the Associate Chief of Staff for GEC at the VA Greater Los Angeles Healthcare System (VAGLAHCS). The incumbent serves as the Administrative Support Assistant in the VACO Facility based care - Patient care Services and State Home Per Diem Programs.

Qualifications

To qualify for this position - applicants must meet all requirements by the closing date of this announcement - 09/25/2026. 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-5 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include - but are not limited to: Experience performing administrative work that involves reviewing documentation - interpreting program rules or eligibility requirements - coordinating information with external partners - and maintaining accurate records in automated systems. This experience may come from federal - state - healthcare - social services - benefits administration - or similar structured program environments.. OR - Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 4 years above high school. OR - Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond bachelor's degree. 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

• Duties include but are not limited to: Manages critical administrative and clerical duties and coordinate administrative policies to assist customers with understanding and following State Home Per Diem Program processes - regulations - and understanding service policies
• Establishes and continually reviews - updates - and develops administrative procedures that affect the orderly and efficient flow of work with the State Veterans Home - the Medical Center - and Veteran Patients and their family members to provide effective and efficient services
• Searches external databases and requests eligibility information from VBA (VIS and VistA) - Health Eligibility Center (HEC) and from Veterans in order to determine program eligibility
• Interprets returned Veteran disability ratings for program status and participant member eligibility and creates file data containing pertinent information on the veteran - administrative eligibility - and the incumbent determines if there is sufficient evidence to approve administrative eligibility for a wide variety of covered medical conditions for State Home Per Diem Program
• Manages their own day-to-day operations and is responsible for the input and maintenance of SHPD - SVH and SharePoint records
• Has a complete understanding of the SHPD program coverage codes currently in use - their meaning and purpose - to ensure all program records are properly set to prevent improper payments
• Determines when a new application submission needs to be initiated - will conducts daily review of veterans who are eligible to ensure whether Per diem payments are still to be paid
• Prepares well-defined application notes when actions are affected - available resources are insufficient to answer the caller's inquiry - and/or additional research is required to resolve assignments
• Ensures the effectiveness or usefulness of system processes through data tracking and scrutiny
• Performs studies of State Veteran Home information and data to generate a variety of reports for the overall Geriatrics and Extended Care management of State Home Per Diem programs
• Determines if there is sufficient evidence to verify program eligibility among the different program and can advise which programs would best fit the patients' needs based on experience and judgement - requesting additional information when necessary to further resolution for customers
• Receives and initiates telephone communications and emails with STATE VETERANS HOME (SVH) POC and VA clinical provider
• Provides technical and professional expertise in interpreting and applying administrative eligibility and enrollment laws - regulations and procedures related to matters involving the State Home Per Diem Program and the State Veteran Home's at large for the service
• Makes formal determinations and issues formal decisions on applicant's eligibility for State Home Per Diem Program benefits and makes appropriate entries in application processing databases to record eligibility and clinical status
• Work Schedule: Monday-Friday - 8:00AM - 4:30PM Compressed/Flexible: At Management's Discretion Virtual: This is not a virtual position
• Position Description/PD#: Program Support Assistant/PD149870 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized