Management and Program Assistant (Analysis/OA)

Full Job Description

The position functions as a Management & Program Assistant (Analysis/Office Automation) within the Chief of Staff Service for the Orlando VA Medical Center.

Performs administrative functions that include assisting with human resource, budget, finance, space planning, property management, and supply and general administration management.

Serves as timekeeper, managing calendars, scheduling, coordinating meetings for ad hoc and standing meetings, and providing back up coverage to service.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 04/17/2026.

Time-In-Grade Requirement-SF-50 Submitted: 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.

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-06 in the normal line of progression for the occupation in the organization.

Examples of specialized experience include, but are not limited to: Drafts correspondence, recommendations, reports, policies and memoranda related to management and administrative programs and issues.

Scheduling and arranging appointments and meetings. Maintaining calendar of meetings and appointments. Prepares letters, memorandums, education requests, key requests, space requests, etc.

Initiates meeting agenda items based on Action Tracking Log. Accomplishing departmental tasks through data mining, reporting and analysis.

Collecting, compilation and/or tracking of data and statistical information for workload requirements for quarterly reports to prepare daily, weekly, monthly reports.

Participates, documents and tracks RPIW initiatives for service.

You will be rated on the following Competencies for this position: Analysis and Problem Solving Attention to Detail Customer Service (Clerical/Technical) Written Communication 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 involves duties, which are performed in an office setting where demands range from sedentary to periods which also require considerable walking throughout the hospital or standing to observe and study work operations.

The work involves extensive use of computer and keyboard.

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/.

Major Duties:

Duties include but are not limited to: Administrative Management Applies administrative policies as well as maintenance of various systems.

Receives and screens callers and visitors Gathers, compiles, assembles and types information from various sources.

Transcribing and preparing meeting minutes and processing all paperwork required for new employees. Drafts correspondence, recommendations, reports, policies and memoranda.

Responsible for assisting the AO in maintaining suspense for all reports, action items, congressional inquiries and other requested actions of the service.

Responsible for making travel arrangements, serving as timekeeper and other administrative tasks as assigned. Responsible for being the primary back-up for the Chief of Staff Program Assistant.

Assists in the development of administrative policies and directives using the knowledge of the established requirements and the stated purposes of the organization.

Uses knowledge of the purpose and objectives of the organizational department and tracks projects and suspense's from initiation to completion.

Determines pertinent issues and collects relevant information from a variety of sources. Reviews information and applies standard analytical techniques to completion.

Prepares a variety of materials including letters, memorandums, education requests, key requests, space requests, etc. Uses correct format, spelling and grammar.

Initiates meeting agenda items based on Action Tracking Log.

Keeps attendees informed of scheduled meetings and provides assurance that they have the necessary background information (previous minutes, files, etc. ) document and forms prior to attendance.

Screens incoming correspondence, publications, regulations, etc. and determines which items can be acted on and then takes appropriate action.

Routes mail based on the subject of the correspondence, knowledge of functions of the individuals, and availability of staff to respond.

Attaches the necessary background materials to items forwarded and includes suspense responses as necessary. Composes responses as appropriate from an administrative standpoint.

Data Analysis Administrative Planning Work Identifies and performs routine liaison tasks to support the organizational planning process.

Reviews work completion reports to ensure accuracy and compliance with organizational standards.

Prepares and assembles charts, data, reports and narrative and statistical materials provided for ongoing organizational planning to assist the AO in making managerial decisions.

Accomplishes departmental tasks through data mining, reporting and analysis.

The data and reports developed by this role are critical to the evaluation, improvement and continued efficiency of clinic operations.

Performs work in support of general management and/or program analysis functions in support of the operations of the services subordinate to the Deputy Chief of Staff.

Makes decisions about variety of complex matters regarding data management. Prepares daily, weekly, monthly reports for the Deputy Chief of Staff relative to the subordinate sections.

Participates, documents and tracks RPIW initiatives for Deputy Chief of Staff.

Prepares flowcharts, organizational charts, graphs, and narrative information to assist the executive team in the management of the service to ensure efficiency and productivity criteria are being met.

Collects, compiles and/or tracks data and statistical information for workload requirements for quarterly reports.

Develops data validation indicators to provide objective evidence of the effectiveness of quality procedures, controls and error prevention.

Quality/Productivity Administration Work Assists in providing guidance on aspects of tasks to support the development and administration of quality and productivity programs for the organization.

Participates in the development of short and long range goals and in providing guidance for the organizations quality assurance plan.

Facilitates process improvement teams and generates required reports for key managers and organizations.

Property Management and Supply Administration Coordinates the administrative aspects of office moves, office construction and reboots, and other facility improvements.

Works with other departments including interior design, facility maintenance, Logistics, IT, Telecom, outside design firms and committees to arrange and coordinate projects to completion.

Sets up and maintains systems to control purchasing and the use of supplies and office equipment.

Work Schedule: Monday through Friday; 8:00 am to 4:30 pm Telework: This position may be authorized for ad hoc telework only. Virtual: This is not a virtual position.

Position Description/PD#: Management and Program Assistant (Analysis/OA)/PD071850 Relocation/Recruitment Incentives: Not authorized Critical Skills Incentive (CSI): Not approved Permanent Change of Station (PCS): Not authorized