Program Assistant

Full Job Description

The Program Assistant serves the Chief and Administrative Officer of Physical Medicine & Rehabilitation Service (PM&R).

PM&R is a complex service consisting of multiple types of medical activities, including inpatient, outpatient, purchasing, clinical and research data collection at multiple sites.

Incumbent will track all credentialing, background investigations, HR actions, function as the APAC for the Polytrauma Rehab Center and is responsible for handling day to day administrative functions.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/26/2026.

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-06 position you must have served 52 weeks at the GS-05. 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-05 in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include, but are not limited to: 1.

Ability to effectively organize the flow of clerical processes in an office, including knowledge of VA policies and procedures regarding administrative duties; to include but not limited to timekeeping, 2237 orders, Vista work orders, employee travel, & record keeping system; 2.

Ordering supplies and/or equipment and using SEPG/EER fulfillment process; 3. Using Vista work orders, employee travel, & record keeping system; 4.

Ensures all records, both electronic and hard copy, are in accordance with policy for the service; 5.

Organizes resident orientations and sets up supervisor meetings for Service Chief and Program Manager; 6.

Primary time keeper and responsibility for the monthly Compensation Time for travel monthly report.

You will be rated on the following Competencies for this position: Customer Service Administration and Management Contracting/Procurement Physical Requirements: Work is mostly sedentary with some walking, bending, standing in completing various stages of the daily tasks and carrying of light objects such as supplies and documentation manuals and records.

There will be some lifting and transferring of baskets or boxes of supplies and records more than 15 pounds.

The incumbent must have adequate eyesight and hand dexterity to allow for reading and operating a computer keyboard.

The incumbent is required to answer numerous personal/telephonic inquiries and must have adequate eyesight and hand dexterity to allow for reading and operating a computer.

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:

Controls and maintains office and/or information systems such as forms, records, mail distribution, directives or publications, and management systems.

Primary time keeper and responsibility for the monthly Compensation Time for travel monthly report Initiate and process personnel HR actions for Polytrauma Service Safety Data Sheet administrator for the Polytrauma Rehabilitation Center (PRC) and responsibility for bi-annual inventory of the service PRC/Spinal Cord injury Center On-Call Coordinator Talent Management System Administrator for the Polytrauma Service PIV sponsor for the Polytrauma Service ADPAC for the Polytrauma Service Prepares data reports and correspondence with Polytrauma national office The incumbent performs collection, compilation, and/or tracking of data and statistical information in support of an organization's program operations.

Review directives and to determine the ability of the Polytrauma Rehab Center to provide necessary data and to eliminate conflict, overlap and duplication and ensure only current accurate material is presented.

Compiles readily available data from a variety of sources.

Records Liaison Officer for the Polytrauma Service and will work closely with the STVHCS Records Coordinator to ensure all records, both electronic and hard copy, are in accordance with policy.

Organizes resident and attending orientation. Arranges office moves and installation or removal of office equipment. Set up meeting for Service Chief and Program Manager.

Assists with distribution and tracking of keys, pagers, and cell phone distribution. Verifies and corrects discrepancies with Human Resources and Fiscal Service memos and other documentation.

Work Schedule: Monday - Friday 7:30-4:00 pm Telework: Ad-hoc and as determined by Agency policy. Virtual: This is not a virtual position.

Position Description/PD#: Program Assistant/PD671-3323-0 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized