Program Support Assistant

Veterans Health Administration

Lebanon, PA

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JOB DETAILS

SKILLS

Administrative Skills, Automation Systems, Brochures, Calendar Management, Conference Management, Customer Support/Service, Data Analysis, Data Collection, Data Entry, Data Sets, Department of Veterans Affairs, Documentation, Documentation Review, Fax Machines, Federal Government, Government, Healthcare, High School Diploma, Human Resources, Inventory Management, Legal, Maintenance Services, Medicine, Meeting Minutes, Microsoft Excel, Microsoft Office, Microsoft PowerPoint, Microsoft Word, Nursing, Onboarding, Operations, Operations Security (OPSEC), Pamphlets, Physical Demands, Plan Meetings, Policy Development, Prepare Correspondence, Printers, Printing, Progress Reports, Publications, Reconciliation, Record Keeping, Records Management, Secondary School, Statistics, Systems Maintenance, Technical Writing, Time Management, Typing, United States Citizen, Vaccination, Word Processing

LOCATION

Lebanon, PA

POSTED

1 day ago

Summary

This position is located at the VA Medical Center in Lebanon, PA. The Program Support Assistant performs various administrative and clerical duties in support of the service.

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Duties

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The Program Support Assistant's duties include records management, timekeeping, training coordination, work orders, and maintaining the inventory of office supplies. This position supports the daily flow of operations of Nursing Service and the functions within. The incumbent provides a complete range of program support which includes customer service coordination, creating authorizations for Nursing Service, data analysis, and graphing.Major duties include, but are not limited to:

Timekeeping

Primary timekeeper for Nursing Service.
Performs timekeeping and related duties using automated reporting system (VATAS) and AcuStaf labor management software suite; ensures time is posted daily and accurately.
Post timesheets for employees assigned to their Time and Leave (T&L) Units.
Assists employees in the preparation of correspondence for requesting leave; reconciles discrepancies in leave and payment, coordinates with the payroll office.

Data Collection & Tracking Support

Performs work involving the collection, compilation, and/or tracking of data and statistical information in support of the organization's Nursing Service operations.
Establishes protocols for incoming data, organizes computerized data sets, and retrieves computerized data.
Performs a basis analysis of the data and generates a variety of reports.
Coordinates incoming data from a variety of sources. Reviews documents, reports, and ensures data entry is complete and accurate.
Enters pertinent information into an automated tracking system.
Maintains automated system of Nursing Service program(s)- specific data to track such items as project progress reports, compliance strategies etc.

Program Resources Services and Support

Performs work related to the acquisition and/or development of program information and resource materials/personnel to support the policy development and/or technical activities of the organization.
Assists with special research projects in support of the policy development and/or technical/program activities.
Assembles and summarizes data, background information, and other materials from other sources.
Completes special projects in support of VATAS, policy development, and/or technical program activities of the organization.
Assists in the acquisition; development; and/or scheduling of program resource materials and personnel, such as hard copy and computer-based brochures and report; agency staff and/or volunteer personnel; and/or needed program equipment, such as telephones; computer and printers; fax machines; etc.
Performs a variety of administrative duties in support of the professional staff.

Typing/Word Processing

Performs typing work using word processing software and equipment.
Takes minutes as required for Nursing Service committees, task forces, policies, procedures, and standards after securing appropriate signatures; records, types and distributes.
Type letters, reports memoranda, rosters, mailing lists, and other general office material.
Utilizes basic software and printing functions.
Types specialized terminology, such as from the fields of medicine and science, and utilizes special reference materials.
Prepares materials for publications, such as pamphlets; forms; graphs; technical manuals; or comparable items.

Information Receptionist

Receives and directs callers, patients, and visitors.
Provides information about the organization as well as Nursing Service.
Receives and/or gives out forms and assists community agencies with the completion of forms or documents.
Directs patients, visitor, and callers to appropriate staff member based on specific request or by ascertaining the nature of the call.
Acts as liaison to other managers and staff within the organization and provides accurate advice on procedures, reports, requirements, and other matters necessary to implement the programs' policies, directives and instructions.

Maintains Appointments, Calendars and Schedules

Schedules appointments, coordinates meetings, and/or schedules conferences.
Provides general calendar, maintenance, clerical services, such as maintaining calendars and recording appointments; arranging for meeting and small, conference administrative details; or following up on action items with appropriate staff members independently.

Work Schedule: Monday - Friday, 7:30am - 4:00pm

Virtual: This is not a virtual position.

Position Description/PD#: Program Support Assistant/PD595-01207A

Relocation/Recruitment Incentives: Not Authorized

Critical Skills Incentive (CSI): Not Approved

Permanent Change of Station (PCS): Not authorized

Requirements

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Conditions of employment

You must be a U.S. Citizen to apply for this job
To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job.
Selective Service Registration is required for males born after 12/31/1959
Physical Requirements: The work is sedentary. typically, the employee sits comfortably to do the work. However, there may be some walking, standing, bending, carrying of light items such as papers, books or driving an automobile, etc. No specific physical demands are required to perform the work.
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 identification 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 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 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, 07/07/2026.

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-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: performing a full range of administrative support for an office; receiving visitors and phone calls; reviewing all incoming and outgoing correspondence; scheduling appointments and meetings; preparing a range of correspondence and reports; and utilizing office automation software such as Microsoft Office (Word, Excel, and PowerPoint). OR,
Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed four (4) years of education above the high school level in any field which high school graduation or the equivalent is the normal prerequisite. This education must have been obtained in an accredited business, secretarial or technical school, junior college, college or university for which high school graduation or the equivalent is the normal prerequisite. One year of full-time undergraduate 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. This education must have been obtained in an accredited college or university. NOTE: Transcripts (unofficial or official) must be submitted with your application materials. Education cannot be credited without documentation.. OR,
Combination: Applicants may also combine education and experience to qualify at this level. Equivalent combinations of successfully completed post-high school education (beyond the second year) and specialized experience, as described above, which meet the total experience requirements for this grade level. Only education in excess of the first 60 semester hours (i.e., beyond the second year) is creditable toward meeting 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. This education must have been obtained in an accredited business, secretarial or technical school, junior college, college or university. NOTE: Transcripts (unofficial or official) must be submitted with your application materials. Education cannot be credited without documentation.

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

Education

A transcript must be submitted with your application if you are basing all or part of your qualifications on education.

Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit:

Additional information

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.

Reasonable Accommodation (RA) Requests: If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application. Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case-by-case basis. If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision. You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments if you received the link after the close of the announcement. To determine if you need a RA, please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments.

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. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. 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.

The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at

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.

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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

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