Program Support Assistant - Outpatient Lodging

U.S. Department of Veterans Affairs; Minneapolis (MN); Hybrid; USD 42,000 - 64,000; Full time

Job summary

U.S. Department of Veterans Affairs in Minneapolis seeks a Program Support Assistant to provide guest facing lodging services and administrative support that enable safe, organized, and treatment-aligned temporary housing for Veterans and eligible family members.

You will coordinate lodging resources with outpatient care needs, maintain occupancy and documentation, and assist with correspondence and records while ensuring privacy and security in a healthcare setting.

Qualifications

• Specialized experience includes maintaining records databases, coordinating lodging schedules and reservations, and performing administrative duties.
• Providing customer service to Veterans and family members and submitting facility requests.
• Ability to track lodging documentation and ensure privacy and security in health-care settings.

Responsibilities

• Greet and orient Veterans and guests to lodging policies and procedures.
• Verify lodging eligibility and assign rooms per policy rules.
• Maintain lodging schedules and update occupancy data daily.
• Coordinate with clinical services to align lodging with outpatient schedules.
• Maintain lodging databases, run queries, and ensure audit-ready records.
• Handle Lost & Found and keep property secure and organized.

Skills

Guest services

Scheduling

Records management

Customer service

Tools

Lodge database

Facility requests

Job description

Summary

The incumbent supports the Center for Development and Civic Engagement (CDCE) at the Minneapolis VA Health Care System by performing guest facing lodging services and administrative functions that enable safe - organized - and treatment aligned temporary housing for Veterans and eligible family members. Provides operational - scheduling - hospitality - and documentation support and coordinates with clinical and administrative staff to align lodging resources with outpatient care needs.

Qualifications

To qualify for this position - applicants must meet all requirements by the closing date of this announcement - 11/10/2026. You may qualify based on your experience as described below: Specialized Experience GS-6: You must have at least one (1) full year of specialized experience equivalent to at least the next lower grade level (GS-5) in the Federal Service - that has equipped you with the particular knowledge - skills - and abilities to perform successfully the duties of this position. Specialized experience includes but is not limited to: maintains a records database; coordinating schedules - such as bed availability and/or reservations; performing various administrative duties (i.e. - coordinating lodging - maintaining a purchase card - and maintaining lodge documentation - etc.); providing customer service to various groups; and submitting facility requests and tracking process through completion. 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/. Physical Requirements: You will be asked to participate in a pre-employment examination or evaluation as part of the pre-employment process for this position. Questions about physical demands or environmental factors may be addressed at the time of evaluation or examination. Performs work that is primarily sedentary but includes regular walking through lodging areas - occasional bending or reaching to tidy common spaces - restock supplies - or inspect rooms - and lifting or carrying light items such as packets - supplies - or small equipment. No special physical effort is required. Working Conditions: Works in an office and lodging environment that includes routine exposure to noise - frequent interruptions - and interactions with guests experiencing stress related to health concerns or travel. Observes all safety - infection control - and privacy practices required in a health care setting.

Duties

• Duties: Greets and orients Veterans and guests to lodging rules - safety expectations - checkout procedures - amenities - and required acknowledgements - and prepares and issues lodging packets and room keys
• Checks regularly on guest comfort - resolves routine concerns related to amenities or understanding of policies - and escalates matters than exceed program scope
• Verifies lodging eligibility by applying established outpatient and treatment related criteria and assigns lodging strictly according to these rule based requirements
• Maintains updated listings of approved community lodging resources by proactively verifying rates - availability - and points of contact
• Maintains the lodging schedule by entering updates - verifying room availability - reconciling discrepancies between actual occupancy and recorded data - and completing daily check in and check out processes
• Coordinates with inpatient wards and clinical services both routinely and on request to confirm appointment details - verify lodging eligibility - and align lodging availability with outpatient treatment schedules
• Coordinates lodging for Veterans traveling from other VA facilities by confirming room availability - documenting lodging details - and communicating requirements directly to the Veteran while ensuring coordination remains limited to lodging functions
• Maintains lodging databases by entering occupancy data - updating census counts - correcting inaccuracies - running queries - and reconciling lodging information to ensure accurate - audit ready records
• Managing Lost & Found by logging items - securing personal property - attempting to contact owners - tracking required retention periods - and disposing of unclaimed items according to VA policy
• Prepares correspondence - notices - and informational materials - and maintains all lodging documentation in accordance with privacy - security - and records retention requirements
• Submits facility work requests that include location - urgency - and issue details - and tracks progress through completion
• Work Schedule: Monday - Friday - 8:00am - 4:30pm Telework: This position may be authorized for telework
• Telework eligibility will be discussed during the interview process
• ADHOC-May be authorized (Employees who Telework on an occasional - episodic - or short-term - and have completed required telework training and telework agreement)
• Virtual: This is not a virtual position
• Position Description/PD#: Program Support Assistant - Outpatient Lodging/PD618-608580 Relocation/Recruitment Incentives: Not authorized Critical Skills Incentive (CSI): Not approved 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.