Program Assistant

Veterans Health Administration

Indianapolis, IN

Apply

JOB DETAILS

SKILLS

Administrative Skills, Auditing, Automation, Budgeting, Computer Systems, Customer Support/Service, Data Analysis, Data Collection, Department of Veterans Affairs, Desktop Publishing, Diversity, Documentation, Federal Government, Government, Graphics, Health Plan, Healthcare, Healthcare Administration, Hospital Systems, Human Resources, Information/Data Security (InfoSec), Interpersonal Skills, Inventory Planning, Leadership, Legal, Medical Records, Metrics, Occupational Health, Onboarding, Operational Support, Operations Security (OPSEC), Organizational Skills, Peace Corps, Performance Management, Performance Testing, Physical Demands, Primary Care, Procurement Planning, Project Tracking, Purchasing/Procurement, Reconciliation, Regulations, Spreadsheets, Team Player, Technical Support, Training/Teaching, Typing, United States Citizen, Vaccination, Veterans Integrated System Network (VISN), Volunteer Experience, Word Processing

LOCATION

Indianapolis, IN

POSTED

Today

Summary

The Program Assistant supports the Primary Care Service at the Richard L. Roudebush VA Medical Center in Indianapolis. The role provides administrative, clerical, technical, and training support for programs including Employee/Occupational Health, the LGBTQ+ Program, and the Primary Care Residency Program. Duties include coordinating activities, maintaining documentation, and assisting with planning, implementation, evaluation, and overall administrative operations.

Learn more about this agency

Duties

Help

The Program Assistant duties include, but are not limited to:

Provides administrative, clerical, and technical support to Primary Care leadership and key programs, including the Residency Program and Employee/Occupational Health, as well as the LGBTQ+ Program.
Coordinates with Education Service and the Academic Affiliate to manage learner onboarding, required paperwork, system access, clinic grids, patient panels, and view alert resolution.
Supports program operations by preparing materials, maintaining minutes and action plans, auditing data, updating encounters, reporting metrics, supporting outreach, and assisting with purchase card functions.
Assists with Primary Care initiatives and performance improvement by coordinating tasks, gathering information, tracking progress, and preparing agendas, minutes, attendance records, presentations, and program materials.
Collects and analyzes program data; prepares charts, reports, narrative summaries; drafts correspondence and policy documents; and maintains service-level records and files.
Serves as primary timekeeper, manages time and attendance, performs Resident Timekeeping spot checks, and coordinates PIV cards, keys, computer access, and permissions.
Supports equipment inventories and procurement planning, prepares equipment requests, and serves as PIV Coordinator, ADPAC, and purchase cardholder for research, ordering, and reconciliation.
Protects sensitive information and performs other related duties as assigned.

Work Schedule: Monday - Friday 7:00am - 3:30pm

Compressed/Flexible: Not Authorized.

Telework: Not authorized for telework.

Virtual: This is not a virtual position.

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.

Position Description/PD#: Program Assistant/PD91767A

Relocation/Recruitment Incentives: Not Authorized.

Permanent Change of Station (PCS): Not authorized.

Financial Disclosure Report: Not required.

Requirements

Help

Conditions of employment

You must be a U.S. Citizen to apply for this job
Selective Service Registration is required for males born after 12/31/1959
Subject to background/security investigation
Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements ( Effective May 7, 2025, driver's licenses or state-issued dentification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment.
Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP)

As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider:

your performance and conduct;
the needs and interests of the agency;
whether your continued employment would advance organizational goals of the agency or the Government; and
whether your continued employment would advance the efficiency of the Federal service.

Upon completion of your probationary period or trial period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 05/21/2026.

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-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.

MINIMUM QUALIFICATIONS GS-07: Do you possess at least one (1) full year of specialized experience that equipped you with the knowledge, skills, and abilities to successfully perform the duties the Management and Program Assistant at the full performance level (GS-7), and that is typically in or related to the position to be filled. To be creditable, specialized experience must have been equivalent to at least the next lower grade level (GS-6) in the Federal service.
Specialized experience includes experience where you were responsible for providing administrative support functions within a healthcare facility; experienced with procurement processes necessary to obtain goods and services for an office; performing automation duties using such software applications such as word processing, spreadsheet, electronic mail, desktop publishing, calendar, database and/or graphics; assisting in the formulation and execution of budget estimates to include updating budget spreadsheets which are used in briefings; collecting, compiling and tracking data and information; and researching reference materials, regulations, and standards to identify appropriate action necessary to correct problems or issues.

NOTE: Experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week.

Proficiency Requirements Clerk-Typist, Office Automation Clerk/ Assistant (any grade):

Typing
- An Administrative Assistant must be able to type 40 words per minute typing speed. Agencies may verify proficiency skills of self-certified applicants by administering the appropriate performance test.

You will be rated on the following Competencies for this position:

Customer Service
Flexibility
Integrity/Honesty
Interpersonal Skills
Reading Comprehension
Reasoning
Self-Management
Teamwork

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: Work is sometimes sedentary but requires walking, standing and carrying of medium weight items, such as patient records. Manual dexterity is required in operation of a personal computer. Incumbent works extensively in the hospital computer system. Incumbent must have an even temperament and act in a professional manner during work performance.

For more information on these qualification standards, please visit the United States Office of Personnel Management's website at

Education

There is no educational substitution at this grade level.

Additional information

Receiving Service Credit for Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed.

This job opportunity announcement may be used to fill additional vacancies.

If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement.

Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.

Whole Health Statement:

VA Healthcare System Serving Ohio, Indiana and Michigan (VISN 10) 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.

Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution.

Help

A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.

Review our benefits

Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.

About the Company

Veterans Health Administration

Resume Resources

Free Resume Templates Free Resume Builder