Program Support Assistant

U.S. Department of Veterans Affairs; San Antonio (TX); On-site; USD 33,000 - 39,000; Full time

Job summary

The South Texas Veterans Health Care System (STVHCS) Medicine Service in San Antonio, TX, is seeking a Program Support Assistant to provide critical clerical and administrative support in a premier, teaching hospital setting. Responsibilities include preparing minutes, processing reports and letters, timekeeping, purchasing, and cross-site data collection.

The role interfaces with patients to ensure seamless service delivery and supports HR and MSO processes.

Qualifications

• Four years of higher education in business, secretarial, or technical fields (transcript required).
• Experience or education in management analysis, medical management practices, or staffing regulations.

Responsibilities

• Provide critical clerical day-to-day support for the Medicine Service
• Prepare meeting minutes - process reports - memoranda - and letters
• Perform advanced administrative tasks such as timekeeping - purchasing - and data collection across multiple sites
• Interface with patients by phone and face-to-face to support seamless service delivery
• Maintain administrative continuity books - memorandums - service line agreements - and service policies
• Assist with federal travel processes and organize staff travel

Education

Four years above high school in business, secretarial, technical school, junior college, college or university

Job description

Summary

The Organizational Location of the Program Support Assistant is within the Medicine Service at the South Texas Veterans Health Care System (STVHCS) in San Antonio - TX. Situated at the San Antonio VA Medical Center - this premier and highly specialized 1A complexity teaching hospital is affiliated with the University of Texas Health Science Center at San Antonio {UTHSCSA).

Summary

The Organizational Location of the Program Support Assistant is within the Medicine Service at the South Texas Veterans Health Care System (STVHCS) in San Antonio - TX. Situated at the San Antonio VA Medical Center - this premier and highly specialized 1A complexity teaching hospital is affiliated with the University of Texas Health Science Center at San Antonio {UTHSCSA).

Qualifications

To qualify for this position - applicants must meet all requirements by the closing date of this announcement. Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-04 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include but are not limited to: A solid grasp of the basic skills - methods - and techniques of management analysis and/or program analysis. Extensive knowledge of medical management practices and/or medical programs - including guidelines - regulations - and precedents. Knowledge of the requirements and formatting for organizational charts - including the preparation of organizational charts and understanding the objectives and regulations governing staffing standards. This includes verifying staffing levels in various sections to ensure compliance with regulations. OR - Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have four years above high school in an accredited business - secretarial or technical school - junior college - college or university. One year of full-time academic study is defined as 30 semester hours - 45 quarter hours - or the equivalent in a college or university - or at least 20 hours of classroom instruction per week for approximately 36 weeks in a business - secretarial - or technical school. (TRANSCRIPT REQUIRED). OR - Combination: Applicants may also combine education and experience to qualify at this level. You must have a combination of specialized experience and education beyond the first 60 semester hours (i.e. - beyond the second year) to meet the specialized experience requirement. One full academic year of study (30 semester hours) beyond the second year is equivalent to 6 months of specialized experience. (TRANSCRIPT REQUIRED). You will be rated on the following Competencies for this position: Administration and Management Flexibility Decision Making Creative Thinking 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.

Duties

• Duties include but not limited to: Provide critical clerical day-to-day support for the Medicine Service
• Prepare meeting minutes - process reports - memoranda - and letters
• Perform advanced administrative tasks such as timekeeping - purchasing - and clinical/research data collection across multiple sites
• Manage equipment - assist with ADPAC duties - and support HR and MSO processes
• Interface with patients by phone and face-to-face to support seamless service delivery
• Maintain administrative continuity books - memorandums - service line agreements - and service policies
• Prepare clinic activations/deactivations and route clinic cancellation forms
• Ensure accurate routing of all correspondence
• Handle purchasing - processing - distribution - collection - and inventory of supplies and equipment
• Maintain Medicine Service Equipment Inventory Lists (EIL)
• Assist with federal travel processes
• coordinate staff travel and ensure documentation accuracy
• Organize meetings for Service Chief - Administrative Officer - Supervisory Management Analysts - Section Chiefs - and other supervisors
• Manage distribution - inventory - and tracking of office keys - pagers - and cell phones
• Search historical files for background information
• Verify and correct position descriptions and functional statements
• Address discrepancies with HR and Fiscal Service documentation
• Support resident and attending orientation - office and equipment relocations - and other administrative needs
• Apply clerical and technical procedures to collect - compile - and track data and statistical information
• Support program operations related to patient care - workforce oversight - and equipment management
• Work Schedule: Monday - Friday 7:30am to 4:00pm Position Description Title/PD#: Program Support Assistant/PD01274A Physical Requirements: The work is primarily sedentary - typically involving sitting comfortably to perform tasks
• However - the role also requires daily activities such as walking - standing - bending - and carrying light items such as papers - books - and small objects.