Program Support Assistant (OA)

U.S. Department of Veterans Affairs; Johnson City (TN); On-site; USD 42,000 - 54,000; Full time

Job summary

The U.S. Department of Veterans Affairs—James H. Quillen VAMC in Johnson City—seeks a Program Support Assistant to streamline the Domiciliary program within the Mental Health Service.

The role emphasizes data tracking, documentation organization, and data dissemination to stakeholders. The incumbent provides administrative, program, and technical support, acts as a primary contact for patients and staff, and develops reports and educational materials using Microsoft Office tools.

Qualifications

• One year of specialized experience equivalent to at least GS-4.
• Typing proficiency of 40 WPM+.
• Knowledge of medical/psychiatric terminology and records systems.
• Ability to communicate effectively, both orally and in writing.
• Proficiency with Microsoft Office (Outlook, Word, Excel, Publisher, PowerPoint).
• Education: 4 years of education above high school or equivalent.

Responsibilities

• Provide program support for administrative, program, and technical operations of the Domiciliary program.
• Serve as a primary point of contact for patients, medical center staff, VISN staff, and others.
• Handle forms and documents, retrieve and disseminate data for the Residential Recovery section.
• Coordinate acquisition of supplies and equipment.
• Review requests for equipment, supplies, and services.
• Type, edit, and maintain program documents and correspondence.
• Assemble records in proper order and ensure required forms are completed and signed.
• Assist in scheduling program resources and personnel and prepare materials.
• Monitor documentation timeliness by workload checks and report generation.
• Create PowerPoint slides and educational materials related to program initiatives.
• Use MS Office daily; at times presented as part of reports and training.
• Work Schedule: Friday 7:45am-4:30pm. Virtual: This is not a virtual position.

Skills

Typing 40 wpm

Oral and written communication

Medical/psychiatric terminology

Data gathering and analysis

Coordination and scheduling

Education

4 years of education above high school

Tools

Outlook

Word

Excel

Publisher

PowerPoint

Job description

Summary

The position is located in the Domiciliary Program in the Residential Recovery Section of the Mental Health Service at James H. Quillen VAMC. The purpose of the position is to increase efficiency within the clinic - completing such duties as tracking performance measures - organizing documentation - assembling and disseminating data regarding the program - and acting as the primary point of contact for clinic stakeholders.

Qualifications

To qualify for this position - applicants must meet all requirements by the closing date of this announcement - 11/19/2026. 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. Candidates may be advanced without time restriction to positions up to GS-5 if the position to be filled is no more than two grades above the lowest grade the employee held within the preceding 52 weeks under his or her latest non temporary competitive appointment. 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 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-4 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 such as served as program assistant - secretary - administrative assistant responsible for providing administrative services to mid-level managers; Knowledge of medical/psychiatric terminology - grammar - spelling - punctuation - and required formats to prepare correspondence and reports; Knowledge of the medical records - evaluation forms - filing - and distribution systems; able to communicate effectively - both orally and in writing - with all employees and community contacts; serves as Technical knowledge of computer software applications including Outlook - Word - Excel - Publisher and PowerPoint - etc. gather - interpret and analyze information to arrive at a logical conclusion; working concept of fiscal procedures including budget policies - OR - Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 4 years of education above high school. NOTE: Successfully completed education above the high school level in any field for which high school graduation or the equivalent is the normal prerequisite is creditable at grades GS-3 through GS-5 for all positions. 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 - Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond 60 semester hours (90 quarter hours) of undergraduate education. Typing Proficiency: You must be proficient in typing at least 40 words per minute 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 is sedentary. Incumbent works in assigned office and clinic areas - with some stooping - walking - bending - and lifting. 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

• The incumbent performs program support for the administrative - program - and technical assistance in the day-to-day operations of the Domiciliary program
• Duties of the Program Support Assistant will be varied - routine and consist of handling data - supporting departmental processes - and assisting with coordination of schedules.Duties include but are not limited to: Serves as a point of contact for patients - medical center staff - VISN staff - pharmaceutical representatives - and various others
• Responsible for the administrative handling of all forms and documents - retrieval - and dissemination of data relating to the Residential Recovery section - which are required by the Mental Health Service - VISN - and VACO
• Coordinates the acquisition of supplies and equipment
• Reviews requests for equipment - supplies - and services for the program
• Types - edits - and maintains current copies of forms relating to program documents - letters - memos - reports and summaries - evaluations - program brochures - letters of introduction - and other types of written communication
• Assembles records to correct sequential and chronological order - assures required forms - reports and suspense items are completed and signed by professional staff - and notifies various departments of the action
• Assists in the acquisition - development - and/or scheduling of program resource materials and personnel - such as hard copy and computer-based brochures and reports - agency staff and/or volunteer personnel - and/or needed program equipment such as telephones - computers and printers - fax machines - etc
• Monitors the timeliness of documentation by performing weekly and monthly workload checks to ensure accuracy of reports - program summaries - and surveys
• Utilizes knowledge of the program and computer skills to provide data/reports related to the administrative - clinical - and technical aspects of the program initiatives to the Mental Health Service as appropriate - as well as create PowerPoint slides and other educational materials related to the initiatives
• Compiles and provides statistical information needed for administrative and patient care monitoring and reporting within programs
• Uses Microsoft Office computer programs in their daily work to include Word - Excel - and Publisher
• Work Schedule: Friday 7:45am- 4:30pm Virtual: This is not a virtual position
• Position Description/PD#: Program Support Assistant (OA)/PD605790 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Authorized Permanent Change of Station (PCS): Not Authorized