Program Support Assistant

About the role

The Organizational Location of the Program Support Assistant is within the Medicine Service at the South Texas Veterans Health Care System (STVHCS) in San Antonio, TX. Situated at the San Antonio VA Medical Center, this premier and highly specialized 1A complexity teaching hospital is affiliated with the University of Texas Health Science Center at San Antonio (UTHSCSA). Position Description Title/PD#: Program Support Assistant/PD01274A. Physical Requirements: The work is primarily sedentary, typically involving sitting comfortably to perform tasks; however, the role also requires daily activities such as walking, standing, bending, and carrying light items such as papers, books, and small objects.

Qualifications

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

Specialized Experience: One year of specialized experience equivalent to at least the next lower grade GS-04 in the normal line of progression for the occupation. Examples include:

• A solid grasp of the basic skills, methods, and techniques of management analysis and/or program analysis.
• Extensive knowledge of medical management practices and/or medical programs, including guidelines, regulations, and precedents.
• Knowledge of the requirements and formatting for organizational charts, including preparation of organizational charts and understanding the objectives and regulations governing staffing standards (verifying staffing levels in various sections to ensure compliance with regulations).

Education: Four years above high school in an accredited business, secretarial, or technical school; junior college; college; or university. One year of full-time academic study is defined as 30 semester hours, 45 quarter hours, or the equivalent in a college or university, or at least 20 hours of classroom instruction per week for approximately 36 weeks in a business, secretarial, or technical school. (TRANSCRIPT REQUIRED).

Combination: Applicants may combine education and experience beyond the first 60 semester hours (beyond the second year). One full academic year of study (30 semester hours) beyond the second year is equivalent to 6 months of specialized experience. (TRANSCRIPT REQUIRED).

Competencies: Administration and Management, Flexibility, Decision Making, Creative Thinking. Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (professional, philanthropic, religious, 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. Qualifying experience, including volunteer experience, will be credited.

Responsibilities

• Provide critical clerical day-to-day support for the Medicine Service
• Prepare meeting minutes, process reports, memoranda, and letters
• Perform advanced administrative tasks such as timekeeping, purchasing, and clinical/research data collection across multiple sites
• Manage equipment, assist with ADPAC duties, and support HR and MSO processes
• Interface with patients by phone and face-to-face to support seamless service delivery
• Maintain administrative continuity books, memorandums, service line agreements, and service policies
• Prepare clinic activations/deactivations and route clinic cancellation forms
• Ensure accurate routing of all correspondence
• Handle purchasing, processing, distribution, collection, and inventory of supplies and equipment
• Maintain Medicine Service Equipment Inventory Lists (EIL)
• Assist with federal travel processes, coordinate staff travel, and ensure documentation accuracy
• Organize meetings for Service Chief, Administrative Officer, Supervisory Management Analysts, Section Chiefs, and other supervisors
• Manage distribution, inventory, and tracking of office keys, pagers, and cell phones
• Search historical files for background information
• Verify and correct position descriptions and functional statements
• Address discrepancies with HR and Fiscal Service documentation
• Support resident and attending orientation, office and equipment relocations, and other administrative needs
• Apply clerical and technical procedures to collect, compile, and track data and statistical information
• Support program operations related to patient care, workforce oversight, and equipment management

Schedule

Work Schedule: Monday - Friday 7:30am to 4:00pm