Program Support Assistant (Medicine Service)
What you'd do
The Program Support Assistant position is at the full performance level located in the Department of Veterans Affairs (VA),Veterans Health Administration (VHA), at the Loma Linda VA Medical Center (VAMC) in the Medicine Service. Responsibilities include initiating and performing a variety of administrative support duties associated with patient care, student rotations, and treatment within the Service.
Major duties
The primary purpose of the Program Support Assistant (PSA) provides confidential administrative support, program support and provide the necessary and vital oversight of administrative and operations of the Medical Service to include Allergy, Cardiology, Dermatology, Gastroenterology, Endocrinology/Diabetes, Infectious Disease, Nephrology/Dialysis, Neurology, Oncology, Preventive Medicine, Pulmonology, and Rheumatology. The PSA will perform data collection and analysis support for the sections. The incumbent will answer incoming calls, coordinate meetings, manage appointments, prepare minutes and agenda, and coordinate data. Functions as the Primary Timekeeper and performs all facets of timekeeping duties, while accurately maintaining all timekeeping files and documents. Major duties include, but are not limited to: Uses various automated systems including word processing, spreadsheets, graphics and other types of software, in order to create, edit, and format reports requiring advanced functions such as those required to generate tables of contents, statistical data with multiple columns, technical directives, and lists of exhibits; using database or spreadsheet software to enter, revise, sort or calculate, and retrieve data for standard or special reports; and using graphics software to provide graphic symbols, charts, and graphs. Performs quality review of data to identify inaccuracies or irregularities, making recommendations to resolve discrepancies. Works with Supervisor and Chief of Service and/or Section on matters of a procedural nature to ensure compliance with changing regulatory requirements. Incumbent keeps abreast of changes in regulations and is responsible for reading and applying administrative directives, policies, and procedures issued by higher authority and interpreted by the supervisor. The incumbent drafts (for approval), various standard operating procedures outlining new or improved administrative and record keeping methods and procedures utilized internally, per higher authority policies. Maintains records in automated healthcare databases. Automated programs include the Computerized Patient Record System (CPRS), Veterans Health Information Systems and Technology Architecture (VistA). Supports the services' administrative needs, to include minute taking, calendar management, arranging meetings, mail distribution, etc. The incumbent will process incoming and outgoing correspondence, reports, memoranda, and other forms of written communication. Processing includes: composing letters and reports, reviewing correspondence for accuracy and completeness, and replying to inquiries. Maintains all correspondence and documents in appropriate files. Acts as Medicine Service and related Sections' Records Liaison to the facility's Records Management Office and performs records management duties per the Records Control Schedule and local directives. Schedules appointments for the staff, coordinates staff meetings, and/or schedules conferences. Exercise exclusive control over the supervisor's appointments, with complete authority for commitment of time. The incumbent screens all calls and visitors, answering most questions and completing most business involving established policy and or routine matters without referring people to the supervisor. Schedules patient appointments, accepts cancellations, reschedules appointments as necessary. Answers questions regarding policy on cancellations, rescheduling, office hours, or office services. Serves as the contact point for Medicine Service's facility and IT work orders. The incumbent will ascertain the nature of the problem and enters the appropriate request for resolution. The PSA will serve as a Contracting Officer Representative (COR) for the Service. This means that they will communicate and coordinate with the National Acquisitions Center (NAC), Network Logistics Office regards to service contracts, equipment procurement and maintenance and ordering supplies. Manages contracting and procurement for small procurements such as credit card charges. Directs the personnel management program for the service and sections, performing or overseeing the full range of human resources requirements. Shares oversight responsibility with the Service level staff for performance appraisals and merit pay programs. Oversees the Universities scheduling of medical students and residents into required rotations. Performs assistance such as the coordination, scheduling, and acquisition of training, and/or the maintenance of training records and files. Serves as the service's focal point for arranging and coordinating training activities. Work Schedule: Monday - Friday, 7:00am-3:30pm Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant (Medicine Service)/PD14383A Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized
What you need to qualify
To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 07/15/2026. 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-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. 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-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 data collection and analysis support, performs all facets of timekeeping duties, while accurately maintaining all timekeeping files and document, independently resolves program scheduling conflicts and concerns, uses various automated systems including word processing, spreadsheets, graphics and other types of software, performs work involving the collection, compilation, and/or tracking of data and statistical information and Manages contracting and procurement for small procurements such as credit card charges. You will be rated on the following Competencies for this position: Accountability Attention to Detail Customer Service Decision Making Flexibility Integrity/Honesty Interpersonal Skills Learning Reading Comprehension Reasoning Self-Management Stress Tolerance Teamwork 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 requires no special physical demands. It may involve some walking, standing, bending, or carrying of light items. The work is performed in an office or similar setting requiring normal safety precautions against everyday risks or discomforts. The work environment involves everyday risks or discomforts which require normal safety precautions typical of such places as offices, meeting, and training rooms. The work area is adequately lighted, heated, and ventilated. 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/.
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