Management and Program Assistant

Full Job Description

The position Management and Program Assistant is vital to the implementation of research projects through our affiliated UTHSA Institutional Research Board (IRB) as well as the VA Office of Research and Development.

This position is integral to the successful maintenance of an ACPE-accredited program.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/18/2026.

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.You may qualify based on your experience 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 would typically include, but are not limited to: Knowledge of standardized administrative practices and procedures; Knowledge of established management principles, pertinent administrative regulations, and staffing guidelines; Skill in applying fact-finding and work measurement techniques; Auditing and analysis of various reports.

Preferred Experience: Basic Computer Skills Ability to be able to handle complex situations Data management At least 2-3 experience with good customer service 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: Manage chaplain trainee recruitment efforts annually and as needed by advertising through ACPE website and other venues, maintaining files on all interested potential trainee candidates, communicating requirements to potential trainees, coordinating interview panels and interviews as needed, and assisting Chaplain (Clinical Pastoral Educator) in ensuring a full slate of trainees is maintained throughout the academic year, as authorized and funded by the VA Office of Academic Affiliation.

Assist Chaplain (Clinical Pastoral Educator) in developing curriculum, conducting annual curriculum crosswalk, ordering books and other materials, and securing meeting space in support of the program.

Track and host guest speakers, coordinate schedule changes, develop with Chief Chaplain and Chaplain (Clinical Pastoral Educator) an annual and quarterly clinical rotation schedule.

Assist Chaplain (Clinical Pastoral Educator) in educating trainees on VA research methods and, when applicable, in completing necessary documentation for the VA Research Board and the UTHSCSA Institutional Research Board (IRB).

Coordinate with IRB, trainees, and Chaplain (Clinical Pastoral Educator) on all ongoing projects.

Coordinate with HR for all onboarding and offboarding chaplain trainee actions, ensuring documentation is submitted within required timelines.

Obtain all required computer access functions (via EPas), complete required PIV security access functions (as Alternate PIV Sponsor/Manager), and request CPRS provider status for all onboarded trainees.

Maintain private trainee personnel folders in accordance with ACPE guidelines and in conjunction with Chaplain (Clinical Pastoral Educator).

Manage with little to no direction or guidance the online portfolio maintained by the STVHCS ACPE site and required by national ACPE, in accordance with applicable accreditation standards.

Provides management and program analysis for Chaplain Service consults and manage all inpatient and outpatient consults coming into Chaplain Service.

Independently assess severity and type of spiritual need (i.e., bereavement, PTSD/moral injury, other mental health diagnoses, spiritual stress, etc.), factoring in any Veteran preferences (i.e., provider gender, religious preferences, etc.).

Schedule with most appropriate chaplain or chaplain trainee. Provides management and program analysis over fiscal accounts on behalf of the Chief Chaplain.

Monitor all Fund Control Points (FCPs) for Chaplain Service, to include six appropriated and two general post fund accounts. Understand appropriate use of each FCP.

Prepare draft budgets for Chief Chaplain and Fiscal Service annually in accordance with Chaplain Service needs.

Project budget spending and shortfalls weekly and monthly, to include salary information from Fiscal Service. Alert Chief Chaplain as needed.

Keep current all budget reports weekly on the Chaplain Service shared drive. Provide budget balance information for newsletters as needed.

Oversee Property Book inventory and 2237 submission Draft monthly duty rosters and call-back schedules for ALMD/KD Chaplain Service, and end these schedules to Chaplain Service following Chief Chaplain approval.

Serve as VATAS Alternate Timekeeper. Request and track equipment orders through Strategic Equipment Planning Guide (SEPG) and Enterprise Equipment Request (EER) online.

Conduct semi-annual equipment inventory with Chief Chaplain. 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. Virtual: This is not a virtual position.

Position Description/PD#: Management and Program Assistant/PD03973O Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized