Program Support Assistant

Full Job Description

The Dayton, Ohio VA Medical Center is looking for a Program Support Assistant (Resident Coordinator) that serves within Surgical Services and provides comprehensive administrative and program support for residency and trainee activities.

The role strengthens operational continuity, compliance readiness, and administrative efficiency.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 04/24/2026.

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-7 position you must have served 52 weeks at the GS-5. 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 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 administrative and residency program coordination processes within a healthcare or academic environment.

Knowledge of VHA directives, affiliate agreements, and ACGME requirements related to residency programs. Knowledge of credentialing, onboarding, and compliance tracking systems.

Skill in managing multiple deadlines and coordinating high-volume administrative processes. Skill in maintaining accurate records, databases, and tracking systems.

Skill in identifying discrepancies and resolving administrative issues. Ability to communicate effectively with clinical staff, trainees, and administrative personnel.

Ability to interpret and apply policies, procedures, and regulatory requirements. Ability to prepare reports, summaries, and administrative documentation.

Ability to prioritize work, manage competing demands, and maintain accuracy under time constraints.

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: Coordinates onboarding activities for over 175 rotating residents and trainees annually, including processing access requests, verifying training completion, and coordinating orientation logistics.

Maintains structured onboarding checklists and tracking systems to ensure timely completion of all prerequisite requirements prior to trainee arrival.

Prepares and reconciles rotation schedules and rosters to ensure alignment between affiliate institutions and VA system access timelines.

Tracks and monitors trainee documentation, identifying deficiencies and conducting follow-up to prevent onboarding delays.

Maintains organized residency files and administrative records in compliance with VHA, affiliate, and ACGME requirements.

Serves as primary administrative point of contact for residents, fellows, and trainees regarding onboarding processes and documentation requirements.

Performs routine audits of trainee files to ensure required documentation is current, accurate, and compliant.

Monitors completion of required evaluations, certifications, training requirements, and duty hour documentation.

Maintains databases and tracking tools for resident participation, evaluations, and rotation assignments. Prepares documentation and reports for accreditation reviews, site visits, and internal audits.

Coordinates communication between Surgical Services, affiliate institutions, Medical Staff Office, and trainees to ensure timely exchange of information.

Maintains centralized residency calendars reflecting rotation coverage and scheduled academic activities.

Provides administrative support for meetings, including preparing agendas, recording minutes, and tracking action items.

Supports data collection and reporting related to residency activities, workload, and trainee participation.

Assists leadership by compiling reports, summaries, and tracking data to support program oversight.

Identifies recurring administrative issues and recommends workflow improvements within established guidelines.

Ensures compliance with established policies, procedures, and regulatory requirements governing residency programs.

Supports continuous process improvement efforts by identifying inefficiencies and recommending adjustments. Maintains confidentiality and adheres to information security and privacy standards.

Performs other related duties as assigned in support of Surgical Services operations. Work Schedule: Monday - Friday, 7:30am - 4:00pm Virtual: This is not a virtual position.

Position Description/PD#: Program Support Assistant/PD831010 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized