Program Support Assistant

Full Job Description

The Program Support Assistant provides administrative support to the Administrative Officer (AO) for Primary care and the Chief Medical Officer (CMO) at the Victoria Outpatient Clinic (VOPC), Victoria, Texas as well as the Kerrville Medical Center (KMC) for primary care.

The support includes memos/correspondence prep, planning & scheduling meetings, routing calls & mail, maintain calendars, complete recruitment packages, serve as a training coordinator and coordinate work order/service calls.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 02/09/2026.

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 and/or education s described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-5 in the normal line of progression for the occupation in the organization.

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

Provides administrative support to physician and nursing staff assigned to the clinic.

The Incumbent serves as the focal point for orientation of newly assigned employees, to include coordinating clinic schedules, scheduling training, clinic policies, issuing keys, ordering forms, establishing time schedules and timecards, and conducting building orientation.

NOTE: Experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week. Physical Requirements: The work is sedentary.

Some work may require movement between offices, hospitals, warehouses, and similar areas for meetings and to conduct work.

Work may also require walking/standing, in conjunctions with travel to and attendance at meetings and/or conferences away from the work site.

Incumbent may carry and lift light items weighing less than 15 pounds.

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:

Answers then evaluates incoming calls for priority then routes calls accordingly.

The incumbent is responsible for screening and gathering the proper information to satisfy the call or route calls to the correct subject matter expert to assist with the inquiry.

This responsibility includes providing management with appropriate background information in order to properly escalate sensitive matters.

Composes and reviews a variety of correspondence and other documentation to include formal letters, memos, studies and briefings for both internal and external use.

Calendar duties include scheduling appointments and conferences as instructed or without prior clearance, if warranted.

Assist in the coordination of the CMO and AO daily appointments, meetings, conferences, deadlines, and other commitments.

Coordinates meetings by ensuring invitations are distributed to those required participants, prepares &publishes agendas and serves as the recorder by taking minutes.

Serves as a training coordinator for all clinic and staff and maintains attendance records in the VA education training system.

Requests, reports, and records all training received by the clinical staff. Coordinates reoccurring medical education for professional clinic staff.

Registers and schedules programs, arranges logistics, notifies staff, reports attendance, records necessary credits for re-privileging, and complies and submits training reports and documentation.

Request funds for registration fees and travel expenses, administrative leave, and vouchers for reimbursement.

The incumbent maintains time and attendance for approximately 70 VA employees assigned to the KMC and the VOPC.

Responsible for the timeliness and accuracy submission of automated timecards in the VA time & attendance systems.

Creates leave analysis reports and enters tour of duty changes as they occur or requested by this CMO or AO. Provides required information to the respective STVHCS payroll offices.

In the absence of the AO, contacts the property manager as needed to address issues with building maintenance and repair, such as heating, air conditioning, plumbing, lighting, and equipment provided by the building owner for all programs located within KMC and VOPC buildings.

Incumbent will assist with equipment requests, utilizing the automated Equipment Tracking Request system in VISTA to place requests for new equipment, equipment moves, new lines, etc.

Works with IT and KMC and VOPC personnel to coordinate moves of computers, printers and telephones to ensure minimal interruption of these clinics.

Work Schedule: Monday - Friday 8:00-4:30 pm Virtual: This is not a virtual position.

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