Program Support Assistant

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

Job summary

U.S. Department of Veterans Affairs in Minneapolis seeks a Program Support Assistant to back the Medicine Office, supporting the Chief of Medicine, Assistant Chief, Residency Director, and Clerkship Site Directors.

You will manage schedules, calendars, and reporting; coordinate meetings and educational activities; handle onboarding and access files; and assist staff, trainees, and external partners as needed.

Qualifications

• Generating, modifying, and maintaining schedules, calendars, and reports using office software (Word/Excel/Outlook/Teams) and databases.
• Coordinating meetings, conferences, and educational activities; reserving rooms and sending invites; preparing agendas and minutes.
• Composing, typing, and proofreading correspondence, reports, and memos for accuracy in spelling, grammar, format, and terminology.

Responsibilities

• Answer phones, screen callers, and direct visitors; schedule meetings and book rooms.
• Serve as point of contact for the Medicine Office and support leadership.
• Generate and post weekly ward and attending schedules; maintain accuracy on shared drives.

Skills

Scheduling

Office software

Meeting coordination

Data entry

Communication

Tools

Microsoft Word

Excel

Outlook

MS Teams

Databases

Job description

Summary

This position serves as a Program Support Assistant (OA) assigned to Primary Care & Specialty Care Integrated Clinical Community (ICC) within the Medicine Office at the Minneapolis VA Health Care System (MVAHCS). Incumbent acts as point of contact for the Medicine Office - providing administrative support to the Chief of Medicine - Assistant Chief of Medicine - Residency Associate Program Director - and multiple Clerkship Site Directors.

Summary

This position serves as a Program Support Assistant (OA) assigned to Primary Care & Specialty Care Integrated Clinical Community (ICC) within the Medicine Office at the Minneapolis VA Health Care System (MVAHCS). Incumbent acts as point of contact for the Medicine Office - providing administrative support to the Chief of Medicine - Assistant Chief of Medicine - Residency Associate Program Director - and multiple Clerkship Site Directors.

Qualifications

To qualify for this position - applicants must meet all requirements by the closing date of this announcement - 11/16/2026. Time-In-Grade Requirement: Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement. For a GS-06 position you must have served 52 weeks at the GS-05. For a GS-07 position you must have served 52 weeks at the GS-06.The grade may have been in any occupation - but must have been held in the Federal service. An SF-50 that shows your time-in-grade eligibility must be submitted with your application materials. If the most recent SF-50 has an effective date within the past year - it may not clearly demonstrate you possess one-year time-in-grade - as required by the announcement. In this instance - you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade. Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment. You may qualify based on your experience as described below: GS-06 Grade Level 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. Specialized experience includes: generating - modifying - and maintaining schedules - calendars - and reports using office automation software (e.g. - Microsoft Word - Excel - Outlook - Teams) and databases to enter - extract - and track data; coordinating meetings - conferences - and educational activities - including reserving rooms - sending virtual meeting invitations - preparing agendas and minutes - and tracking attendance; composing - typing - and reviewing correspondence - reports - and other documents for accuracy of spelling - grammar - format - and terminology; and serving as a point of contact for staff - trainees - and outside organizations by answering questions - maintaining onboarding and access files - and resolving routine administrative inquiries. GS-07 Grade Level Specialized Experience: One year of specialized experience (equivalent to the GS-06 grade level in the federal service); experience that equipped the applicant with the particular knowledge - skills and abilities (KSA's) and other characteristics to perform successfully the duties of the position - and that is typically in or related to the work of the position to be filled - in the normal line of progression for the occupation in the organization. Specialized experience includes: generating - modifying - and maintaining schedules - calendars - and reports using office automation software (e.g. - Microsoft Word - Excel - Outlook - Teams) and databases to enter - extract - and track data; coordinating meetings - conferences - and educational activities - including reserving rooms - sending virtual meeting invitations - preparing agendas and minutes - and tracking attendance; composing - typing - and reviewing correspondence - reports - and other documents for accuracy of spelling - grammar - format - and terminology; serving as a point of contact for staff - trainees - and outside organizations by answering questions - maintaining onboarding and access files - and resolving routine administrative inquiries; and independently resolving problems and conflicts related to administrative programs and clerical functions - and telling leadership about controversial issues or problems with significant or widespread impact. Experience refers to paid and unpaid experience - including volunteer work done through National Service programs (e.g. - Peace Corps - AmeriCorps) and other organizations (e.g. - professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies - knowledge - and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience - including volunteer experience. Note: A full year of work is considered to be 35-40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment. Physical Requirements: The work places no special physical demand on the employee. The working requirements include some sitting - walking - standing - bending - and carrying of light items such as books or office files. You will be asked to participate in a pre-employment examination or evaluation as part of the pre-employment process for this position.??????? Working Conditions: The work is performed in an office setting which is adequately lighted - heated - and ventilated. 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/.

• Responsible for answering phones - screening - and prioritizing calls - greeting - and screening visitors and directing them to appropriate individuals - scheduling meetings - booking rooms - and assisting other staff as needed
• Major duties include but are not limited to: Serve as the point of contact for the Medicine Office - giving administrative support to the Chief of Medicine - Assistant Chief of Medicine - Residency Associate Program Director - and Clerkship Site Directors
• Generate and update weekly - ward - call - and attending schedules - and make sure they are accurate and posted on the shared drive
• Maintain the Clinical On-Call calendar - and keep onboarding - computer access - and other files for medicine interns - residents - fellows - and staff physicians
• Act as lead sponsor and point of contact for medical and physician assistant students in the USAccess Program to issue PIV badges
• Administer the University of Minnesota's MedHub - E*Value - and New Innovations systems - including entering data - running reports - and tracking evaluation completion
• Coordinate administrative support for medical student clerkship and rotation programs - including onboarding - network access - tutoring schedules - and communication with university coordinators
• Serve as lead ADPAC (Automated Data Processing Application Coordinator) and TMS Administrator for medical and PA students - including entering ePAS requests - submitting Helpdesk tickets - and running training reports
• Compose - type - and proofread correspondence - meeting minutes - reports - and memos for accuracy of spelling - grammar - format - and medical terminology
• Schedule medical conferences - meetings - and educational activities - including reserving rooms - sending virtual invitations through MS Teams or WebEx - preparing agendas - and tracking attendance
• Maintain Field Accreditation Service (FAS) documentation so providers can receive continuing medical education credit
• Serve as the service timekeeper and backup timekeeper - and review resident timecards for errors before sending them for verification
• Request and issue supplies - equipment - keys - and work orders - and keep records of all transactions
• Perform other duties as assigned
• Work Schedule: Monday - Friday - 7:00am - 3:30pm 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/PD608230 and PD608220 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Authorized Permanent Change of Station (PCS): Not Authorized The VA Midwest Health Care Network advocates for a Whole Health System of care in each of the Medical Centers
• This is an approach to healthcare that empowers and equips people to take charge of their health and well-being and live their lives to the fullest
• As an employee operating in a Whole Health System of care - you will operate in a model with three core elements - seeking to create a personalized health plan for each Veteran
• This is done in the context of healing relationships and healing environments and a connection back to the Veteran's community
• This aligns with the Veterans Health Administration (VHA) Mission Statement to Honor America's Veterans by providing exceptional health care that improves their health and well-being.