Program Support Assistant

U.S. Department of Veterans Affairs; Salt Lake City (UT); On-site; USD 45,000 - 60,000; Full time

Job summary

U.S. Department of Veterans Affairs in Salt Lake City seeks a Program Assistant to support the Nursing Service and the Transfer & Lodging Center. The role involves processing lodging requests, coordinating with hotels, and handling high-volume communications with Veterans and staff.

The candidate will maintain office records, manage schedules, and assist with timekeeping and invoicing while ensuring compliance with policies and regulations. Strong interpersonal skills are essential.

Qualifications

• Experience providing administrative support and handling data and records.
• Ability to process documents, reports, and maintain office files.
• Proficiency with word processing, spreadsheets, email, calendars, databases, and basic graphics.

Responsibilities

• Maintains daily operations of the Transfer & Lodging Center.
• Determines eligibility for Veterans and coordinates lodging with vendors and hotels.
• Manages high volume calls from Veterans, families, and clinical staff, updates demographics.
• Receives requests and processes lodging consults for outpatient appointments or admissions.
• Assists with lodging for Veterans discharging from hospital through Fisher House and RV lot.
• Resolves minor hotel, RV Lot, and veteran complaints; informs supervisor.

Skills

Administrative support

Data management

Office filing

Word processing

Spreadsheets

Phone etiquette

Tools

VATAS

Word processing software

Spreadsheet software

Database systems

Job description

Summary

The purpose of the position is to serve as a Program Assistant (PSA) for the nursing service. This role will help with the Transfer and Lodging Program at the VA Salt Lake City Health Care System (VASLCHCS). The PSA supports the Transfer and Lodging Center and Nursing Service activities throughout the health care system.

Summary

The purpose of the position is to serve as a Program Assistant (PSA) for the nursing service. This role will help with the Transfer and Lodging Program at the VA Salt Lake City Health Care System (VASLCHCS). The PSA supports the Transfer and Lodging Center and Nursing Service activities throughout the health care system.

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: GS-06 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: 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 software applications such as word processing - spreadsheet - electronic mail - desktop publishing - calendar - database and/or graphics; answering telephones - referring visitors - and providing information. GS-07 Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-06 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 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 software applications such as word processing - spreadsheet - electronic mail - desktop publishing - calendar - database and/or graphics; answering telephones - referring visitors - and providing information; data management - timekeeping - Travel Lodging Center (TLC) policies - and protocols; ability to resolve conflicts based upon a thorough understanding of regulations - policies and procedures and be able to adapt to situations and demonstrate flexibility in changing circumstances. 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 too: Maintains daily functions of the Transfer & Lodging Center
• Determines eligibility for Veterans and coordinates with contracted vendors and hotels to reserve lodging for the Veteran's stay
• Manages high volume calls from Veterans - families - and clinical staff - updates Veteran demographic information - and registers new Veterans
• Receives requests and processes consults for lodging accommodations for Veterans coming for outpatient appointments or admissions
• Assists with lodging arrangements for Veteran's discharging from the hospital through the hospital - Fisher House - and the RV lot
• Resolves minor issues related to the hotel - RV Lot and Veteran complaints - and keeps the Float Pool Nurse Manager informed
• Monitors contracted vendors for adherence to contract provisions and customer service
• documents problems and complaints - investigates - and reports to supervisor
• Reviews hotel invoices monthly - checks for accuracies and discrepancies and corresponds with hotels management group and VA lodging management
• Verifies accuracy - reports discrepancies - approves final invoices and submits to contracted vendor and VA budget staff for payment distribution within the allotted timeframe
• Maintains records of Hotel stays - admissions - future lodgers - and veteran complaints
• Compare and monitor the current lodger's checklist and the hotels daily checkout list for accuracy
• Uses word processing software to execute several office automations functions such as storing and retrieving electronic documents and files: activating printers: inserting and deleting text - formatting letters - reports - and memoranda: transmitting and receiving e-mail
• Communicates with physicians - nurse practitioners - case managers - nursing staff and other allied health professionals using sound interpersonal skills while protecting sensitive information
• Works independently - making decisions based on guidelines - precedents - and regulations - and performs duties in such a manner that only minimal supervision is required
• Serves as a trainer/preceptor and resource person for less experienced clerical staff
• Performs timekeeping for Float Pool staff - CNO's - and TLC staff
• Implements and processes Float Pool employees' schedules in VATAS - runs exception reports according to established guidelines and procedures - updates and validates leave requests in VATAS - acts as a backup for other timekeepers
• Audits monthly invoices - confirming accuracy and works with contracted vendor to resolve discrepancies and ensures fiscal responsibility
• Maintains a professional working environment - through clear communication in a courteous - concise manner - both verbally and in writing with people from a variety of backgrounds
• Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory - qualification - and performance requirements are met
• Selection at a lower grade level does not guarantee promotion to the full performance level
• Work Schedule: Monday-Friday - 8:00am-4:30pm Virtual: This is not a virtual position
• Position Description/PD#: Program Support Assistant/PD134540 and PD134550 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized