Program Support Assistant (OA)

Full Job Description

The Program Support Assistant (OA) position is located in the Operative Care Line (OCL) at the Michael E DeBakey VA Medical Center in Houston, TX.

This position performs work of a clinical office support nature, which encompasses a variety of different duties and responsibilities.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/31/2026.

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-6. 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-6 in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include, but are not limited to: Serves as "consult coordinator" responsible for coordination of all assigned consults which include, scheduling, discontinuation of duplicate consults, correction of consult errors, handling of no-show consults, ensuring providers have correct information, preparation of consult management reports, contacting patients to schedule appointments, etc.

Oversee completion of patient care encounters, clinical reports, progress notes, unsigned notes, and other patient care documentation in a timely manner established by his/her supervisor.

Performs work related to the acquisition and/or development of program information and resource materials/personnel to support the policy development and/or technical activities of section.

Assists in the acquisition, development, and/or scheduling of program resource materials and personnel, such as hard copy and computer-based brochures and reports, agency staff and/or volunteer personnel, and/or needed program equipment such as telephones, computers and printers, fax machines, etc.

Monitors all aspects of the operating programs and makes recommendations to improve or modify methods for disseminating information to intended audiences.

Maintains an orderly and adequate level of program supplies.

Prepares IT requests for the Section for computer hardware, software, remote access, telephones, telemedicine equipment, equipment moves, etc.

You will be rated on the following Competencies for this position: Critical Thinking Computer Skills Attention to Detail Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social).

Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment.

You will receive credit for all qualifying experience, including volunteer experience. Note: A full year of work is considered to be 35-40 hours of work per week.

Part-time experience will be credited on the basis of time actually spent in appropriate activities.

Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment.

Physical Requirements: The work is primarily sedentary, although some slight physical effort may be required.

However, there may be some walking, standing, bending, carrying of light items (paper, books, small parts), or driving an automobile, etc. No special physical demands are required to perform the work.

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:

Major Duties include: Serves as "consult coordinator" responsible for coordination of all assigned consults.

Areas to monitor include, scheduling, discontinuation of duplicate consults, correction of consult errors, handling of no-show consults, ensuring providers have correct consult title set-ups in CPRS, preparation of consult management reports, contacting patients to schedule appointments, etc.

Monitors patient access performance metrics, assures timely scheduling and access to care provided by the section.

Oversees completion of patient care encounters, clinical reports, progress notes, unsigned notes, and other patient care documentation in a timely manner established by his/her supervisor.

Serves as the ADP Coordinator (ADPAC) for the section. Submits electronic User Access Requests (UARs) and functions as a first point of contact liaison between OI&T and the section.

Performs work related to the acquisition and/or development of program information and resource materials/personnel to support the policy development and/or technical activities of OCL sections.

Performs library research functions, including file or database searches.

Researches various publications to extract, summarize, and compile information required for the activities of the specialty section and as requested by the OCL Section Chiefs.

Assists in the acquisition, development, and/or scheduling of program resource materials and personnel, such as hard copy and computer-based brochures and reports, agency staff and/or volunteer personnel, and/or needed program equipment such as telephones, computers and printers, fax machines, etc.

Monitors all aspects of the operating programs and makes recommendations to improve or modify methods for disseminating information to intended audiences.

Maintains an orderly and adequate level of program supplies. Schedules agency staff and/or volunteers as required.

Prepares IT requests for the Section for computer hardware, software, remote access, telephones, telemedicine equipment, equipment moves, etc.

Serves as point of contact for all issues relating to Personal Identity Verification (PIV) HSPD-12 program and facilitates acquisition of required PIV documentation.

The incumbent is cross-trained in many of the specific job functions of other OCL administrative support staff, most specifically timekeeping, patient scheduling, ADPAC support, answering phones, and check-in desk(s) for coverage.

This enables the incumbent to provide cross coverage for time-sensitive administrative duties needing completion when those primarily responsible are unavailable.

The incumbent will be cross-trained and able to cover all OCL sections in all aspects of data collection and tracking support to include: General Surgery, Neurosurgery, ENT, Audiology, Orthopedics, Gynecology, Cardiothoracic Surgery, Podiatry, Dental, Vascular Surgery, Vascular Lab, Plastic Surgery, Urology, and Solid Organ Transplant.

The incumbent is responsible for coordinating OCL orientation activities for all resident trainees at the beginning of each calendar year and each rotation to include computer training, policies and procedures for clinic, ID badges, computer codes, etc.

Incumbent is responsible for orientation of medical students monthly. Creates and maintains up-to-date monthly call schedules for all residents during monthly rotations.

Coordinates the quarterly evaluation process for providing feedback to the residents and assembles forms according to Residency Review Committee requirements.

Work Schedule: Monday-Friday, 7:30am-4:00pm (Subject to change based on the needs of the Agency) Telework: This position may be authorized for telework.

Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position.

Position Description/PD#: Program Support Assistant (OA)/PD3745-A Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized