Program Support Assistant

Full Job Description

This position is responsible for providing a broad range of administrative and clerical program support and assisting with all projects undertaken by program faculty and staff.

The duties are varied and complex but consist mainly of supporting the program Office and activities.

The program Office is comprised of approximately 3 employees and numerous trainees from different medical disciplines.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 04/06/2026.

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 level. 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-05 level in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include, but are not limited to: providing administrative support; collecting, compiling and tracking data and information; processing documents and reports; establishing, updating and maintaining office files and records; performing automation duties using such software applications such as word processing, spreadsheet, electronic mail, desktop publishing, calendar, database and/or graphics; and providing information and customer service.

To be creditable, specialized experience must have been equivalent to at least the next lower grade level.

Applicants who have the 1 year of appropriate specialized experience, as indicated in the table, are not required by this standard to have general experience, education above the high school level, or any additional specialized experience to meet the minimum qualification requirements.

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:

This position assists the Program coordinator collaborate with affiliate program leaders in coordinating residency activities, correspondence, rotational schedules of residents, on-call duties and ensures that all appropriate documentation has been completed.

He/she liaisons with the affiliated medical school for undergraduate medical education and other graduate medical education affiliates regarding resident and student assignments related to the process of bringing on new continuing graduate medical education trainees (Paid and/or non-Paid), including facilitating trainee orientation and training activities and logistics, and maintaining electronic communication with trainees.

He/she routinely reviews manuals, handbooks, policies, and program requirements to ensure that the orientation program maintains full compliance with OAA, Wilkes-Barre VA Medical Center, Joint Commission, and affiliate regulations and guidelines.

This position assists coordination between the Office of Academic Affairs in VA Central Office, teaching services at Wilkes-Barre VA Medical Center, and the respective departments at the affiliates to coordinate training of medical students and residents.

Program Support Assistant maintains a list of all residents and responds to requests for information regarding residents and medical students.

Maintains a file system/repository of trainee materials following established Records Management guidelines.

He/she maintains an extensive informational file system of resident credentials verification letters.

This position assists with monitoring and verifying resident attendance through appropriate departments.

Assists the program coordinator develop, maintain, publish and distribute the schedule for all the residents working in the inpatient units and clinics.

This responsibility includes making changes in the clinic schedules for unexpected events.

Works with the physician manager of the Residency Program, Associate Chief of Staffs (ACOSs), Service Chiefs, Primary Care Manager, and medical providers to ensure the residency schedules and training work in concert for effective and efficient management of the program.

Uploads supervising physician prepared recommendation letters of reference for the permanent file of the affiliate medical schools.

Assists the program coordinator with all Human Resources mandated requirements and arranges for use of VA operational systems.

He/she develops resident duty schedules, Resident Call Schedules, and incorporates the Hospitalist work schedule into residency supervision models.

Serves as a timekeeper, maintaining accurate timesheets and backup material in compliance with VA regulation, policies and procedures.

Acts as a Personal Identity Verification (PIV) Manger and Sponsor for the Service. Determines if new trainee applicants are authorized a PIV Card, non-PIV Card, or Flash Badge.

Determines if applicant has initiated or already has a current background investigation on record. Sponsors applicant by entering his or her sponsorship information into the PIV System.

Updates the associated health trainee manual annually, with guidance from the GME Associate Director for Education and Evaluation. Maintains the program calendar.

Schedules appointments, coordinates meetings, and/or schedules conferences within the VA and affiliate Universities on programs related to the GME and its mission.

Assist with scheduling meetings, including arranging for space, notifying participants, preparing the agenda and minutes, and following-up on all commitments to ensure that necessary arrangements have been made.

Assists program employees and trainees with computer network and software problems.

Reminds employees of privacy policies, sensitive information protection and cyber security and enforce compliance with VA policies. Serves as TMS Administrator for GME.

Performs other duties as assigned Work Schedule: 8:00am to 4:30pm, Monday thru Friday Virtual: This is not a virtual position.

Position Description/PD#: Program Support Assistant/PD019390 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized