Program Support Asst (OA)

Full Job Description

This position is located in the Department of Veterans Affairs (VA), Veterans Health Administration (VHA), Mid Atlantic Health Care Network (VISN 6), Richmond VA Medical Center (VAMC), in Medical Service.

This position serves as an analyst, advisor, and Medical Service curriculum/teaching Program Assistant, to the Chief Medical Resident, and the Administrative Officer.

The incumbent must develop and maintain an effective working knowledge of our large, complex affiliated teaching program.

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

You may qualify based on your experience as described below: 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-6 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.

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: Performs a wide range of administrative and technical duties, subject matter for Eligibility & Enrollment (E&E), and working knowledge of other computer software programs necessary to track and monitor Veteran information; enter data into appropriate databases; compile and review data for monthly reports, spreadsheets, and local documents.

uses Outlook, Word, Excel, PowerPoint, and VA programs such as VISTA, CPRS, VSSC, VATAS, SharePoint and TMS.

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/.

Physical requirements: Physical demands require sitting, standing, and walking. Travel to the Medical College is required for meetings and information gathering.

Environment is a general office setting within the medical facility. Major Duties:

Housestaff Liaison (50%) Using a master house staff schedule from the Medical College of Virginia, extracts data from MCV online database regarding approximately 200 house staff and 240 medical students assigned to the VAMC.

Evaluates VAMC housestaff schedules to ensure all levels of staff are present and there is adequate staff per team.

Publishes schedules in various electronic venues and revises them as changes are made to provide effective and efficient coverage by the housestaff.

Schedules include assignments for all housestaff in all house staff positions in the VAMC. VAMC assignments are not segregated on these schedules.

Incumbent must decipher the complex master schedule, extracting data from multiple places in order to develop VAMC schedules.

Will establish monthly rotation assignments of fellows at VAMC by contacting subspecialty departments at the MCV.

Develops and maintains an effective working relationship with curriculum counterparts within the divisional, departmental, and specialty program levels at MCV.

Incumbent is responsible for the following schedules: Housestaff Schedule, Resident and Intern Night Call Schedule; Student Team Schedule; Attending Schedule; Weekly Conference Schedule; Richmond On Call, and educational conferences.

For education conferences the employee is responsible for the production and posting of announcement posters.

Provides MCV with documentation of Medical Ground Rounds attendance by housestaff for yearly credit for Continuing Medical Education (CME).

Responsible for entering requests such as computer codes, facilitating remote access, and facilitating for USB drives into Veterans Health Information Systems and Technology Architecture (VISTA) for each new housestaff.

Serves as the PIV (Personal Identification Verification) sponsor for the housestaff.

Incumbent will verify eligibility utilizing MCV's database and photo ID's, determine whether the applicant is allowed logical access or physical access only, facilitate fingerprinting, and serve as a troubleshooter when the system rejects the application.

Compiles data for a number of VA and MCV reports pertaining to the Medical Service affiliation in general and the housestaff program in particular.

Tracks and trends issues related to program effectiveness and implementation, utilizes statistical data to compile workload reports.

Coordinates the management of autopsy reporting within the Medical Service.

Prints daily gains and losses sheets and identifies deaths and autopsies and follows up with Pathology Service to obtain preliminary autopsy data and final autopsy data related to the death of the patient.

Has involvement in all personal and payroll issues involving Medical housestaff assigned to the VAMC including issuance of meal tickets.

Maintains suspense files on physician house officers whose appointments are out of sequence with the customary academic year.

Must have good working knowledge of federal policies and procedures regarding personnel issues and timekeeping pertaining to medical students and housestaff.

Must have knowledge of scheduling, academic rotations, and curriculum development for students and residents at MCV.

Develops an effective working knowledge of the affiliated fellowship program at both the departmental and divisional levels.

Composes recurring and non-recurring confidential correspondence and other sensitive documents for the Chief, Medical Education Section and the Chief Medical Resident responding to non-clinical inquiries regarding the Medical Education Program.

ADPAC (50%): Serves as the ADPAC for Medical Service and Housestaff.

This involves requesting computer codes, long distance codes, remote access, PKI, USB drives and assignment of primary and secondary menu options as needed for the 160 staff in Medical Service and 300 housestaff.

Trains staff as needed in the use of VISTA, CPRS, and Outlook as needed.

Serves as the liaison and point of contact for Office of Information and Technology (OI&T) and as a resource tool to provide necessary technical information to facilitate the best use of computer software and hardware.

Serves as the Learning Management System (LMS) Administrator for Medical Service, which includes creating item numbers to input the attendance records, and insuring the continuing medical education hours are sent to the appropriate locations.

Serves as the expert for the equipment used for downloading documents and entering data into the clinical procedures package.

Troubleshoots connectivity issues with CPRS, VISTA, and TMS on a daily basis with all levels of staff and housestaff. Serves as back up timekeeper for Medical Service.

Work Schedule: 8:00am-4:30pm M-F Virtual: This is not a virtual position.

Position Description/PD#: Program Support Asst (OA)/PD027100 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not approved Permanent Change of Station (PCS): Not Authorized