Program Support Assistant

Full Job Description

The incumbent serves as the Program Support Assistant to the Project Activation Strategic Planning section at that Jonathan M. Wainwright Memorial Medical Center in Walla Walla, Washington.

The primary responsibility of this position is to perform administrative, technical, and clerical tasks in support of the Activations Coordinator and reports to Facility Chief Engineer.

To qualify for this position, applicants must meet all requirements within 30 days of the closing date of this announcement, 03/20/2026.

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-06position 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: Collect, compile, and track data and statistical information independently from existing data bases in order to provide comprehensive support; coordinate incoming data from a variety of sources, reviews documents, reports, and/or applications or omissions and inconsistencies, and ensures data entry is complete and accurate; develops and manages applicable facility contracts; reviews and distributes incoming mail, manages suspense's, prepares outgoing mail and prepares office correspondence; answers phones, responds to information inquires and takes messages, receives visitors and directs them to appropriate staff, and maintains filing systems.

Coordinate meetings, prepare meeting minutes and schedules conferences. Nonclinical support by telephonic technical trouble shooting of equipment.

Nonclinical documentation in electronic health care record system.

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:

Technical Data Collection and Reporting (50%) Provides specialized support to the Strategic Planning Section by independently addressing a wide variety of issues or situations common to the programs of functions supported.

The work involves identifying and studying the relevant elements of each issue, determining interrelationships of data collected, identifying potential courses of action, and whenever possible, independently determining and executing the most effective solution.

The incumbent collects compiles, and tracks data and statistical information independently from existing data bases in order to provide comprehensive support of the Strategic Planning Section and as assigned or needed.

While many action items are routine, the incumbent also deals with a variety of highly complex, technical reports independently such as compensated work therapy, expenditure trends, purchase and hire costs, project status reports and budget trends as they pertain to planning and activations.

Performs detailed analysis of data and generates a variety of reports.

Coordinates incoming data from a variety of sources, reviews, documents, reports and/or applications or omissions and inconsistencies, and ensures data entry is complete and accurate.

Enters pertinent information into an automated tracking system, and maintains automated systems of program-specific data to track suspense's on items such as project milestones, progress, reports, funding accomplishments, compliance strategies, etc.

Budget Administration (20%) Under the direction of the Strategic Planning Section Chief, the incumbent independently develops and manages applicable facility contracts.

Gathers information and develops necessary contract documentation.

Works closely with contracting staff and acquisition utilizations specialists to put contracts in place and provides contract administration assistance, in reviewing billings and maintaining contract file.

The incumbent is responsible for analyzing and reporting utility utilization, including preparing and submitting reports to VHA and VACO.

Occasionally, the incumbent may be required to assist Facilities Management Service (FMS). These duties include assisting in the payment of utilities.

The Incumbent independently complies and verifies (certifies) Electricity, Water, Natural Gas, and Sewer payment in IPPS.

Additionally, the incumbent may assist FMS in reviewing work orders and sets priorities based on manpower, equipment, and material availability.

Program Resources Services and Support (15%) Prepares obligations utilizing either 1358 or 2237 forms, monitors and tracks several Fund Control Points, with budget more than 12 million dollars.

Prepares funding documents to cover obligations for activations, procurements and acquisitions, and service contracts related to leases and main campuses.

Incumbent is a Government Credit Card holder and is responsible for coordinating with program personnel as it pertains to planning and activations to establish purchase requirements, contracting vendors to determine availability and pricing information, placing orders both by telephone and in person, and checking material upon delivery.

Office and Records Administration (15%) The incumbent is the timekeeper for all within the Strategic Planning Section and is the back-up for several other service lines.

Receives, tasks to others, and develops responses to a variety of action items in support of assigned engineering and planning programs and functions.

Will verify unusual and unique requests with the program manager prior to or while developing responses.

Reviews and distributes incoming mail, manages suspense's, prepares outgoing mail and prepares office correspondence.

Answers phones, responds to information inquiries and takes messages, receives visitors and directs them to appropriate staff, maintains filing systems, schedules appointments, coordinates meetings, prepare meeting minutes and schedules conferences, provides general calendar maintenance, clerical services such as maintaining calendars, recording appointments, arranging for meetings and small conference administrative details.

Performs other related duties as assigned. Work Schedule: Monday-Friday; 8:00am-4:30pm Telework: Not Authorized Virtual: This is not a virtual position.

Position Description/PD#: Program Support Assistant/PD803190 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized