Program Support Assistant
What you'd do
This position is located within the Nursing Services Department at the Martinsburg, WV VA Medical Center. The incumbent provides clerical and administrative support to the Chief Nurse of their designated Nursing Service and unit Nurse Managers (NMs) within the assigned Nursing Service. The position reports directly to the Chief Nursing of the assigned Nursing Service.
Major duties
Duties may include but are not limited to; Receives and screens incoming telephone calls and refers them to the appropriate staff when unable to resolve issue and/or concern demonstrating professional code of conduct and effective/polite communication to provide exceptional customer service. Maintains the Chief Nurse's schedule via outlook calendar and reschedules appointments needed/required by Chief Nurse. Schedules and plans meetings including space and auto-visual reservations, notifying attendees, preparing agendas, arranging meeting rooms, transcribing, and distributing minutes. Responsible for transcription, routing, distribution, maintaining files, and uploading to Share Drive any minutes and/or documents from designated Nursing Service and/or assigned meetings within the overall Nursing Service. Prepares, routes, and tracks internal and external correspondence and documents and processes incoming and outgoing correspondence. Tracks all proficiency/performance reports, emailing NMs reminders of upcoming due dates and reporting reminders monthly in Chief Nurse/NMs meetings. Identifies ways to streamline and improve processes related to time management and record keeping ensuring accuracy, timeliness, and compliance. Maintains competency assessment folders for the Chief Nurse, Nurse Managers, and other Nursing Service staff to ensure compliance with annual mandatory education/training and functional statement reviews. Establishes and maintains Nursing Service local HR and personnel files, i.e., proficiencies, performance appraisals, disciplinary actions, patient issues, etc. Ensures nursing database and spreadsheets are up to date to maintain service compliance. Knowledge of database/spreadsheet design and building as needed for EXCEL functions, tables, charts and/or graphs to ensure monitoring and tracking is maintained for clinical pertinence, leave usage reviews, service data collection, and other tracking for regulatory compliance. Assists with scheduling interviews for new positions by calling applicants and setting up interview room location. Scans interview sheets and any needed documentation into USA Jobs / Selection Manager to facilitate efficient hiring practices. Responsible for key control, timekeeping, mail, IT requests, onboarding/access of new employees, ordering office supplies, correspondence control, and records management. Knowledge of key and supply orders to ensure timely entry and receipt to maintain production of service area par levels. Resolves and/or assists in resolving a variety of complaints by patients and/or employees. Performs other tasks and duties as assigned. Work Schedule: Full time. Monday through Friday - 7:00am to 3:30pm. Telework: This position may be authorized for ad-hoc telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD23063A 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, 07/27/2026. 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-07 position you must have served 52 weeks at the GS-06. 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 in the normal line of progression that equipped you with the knowledge, skills, and abilities to successfully perform the duties of the Program Support Assistant at the full performance level (GS-7), and that is typically in or related to the position to be filled. Examples of specialized experience would typically include, but are not limited to: Experience where you were responsible for providing administrative support functions within a healthcare facility; experienced with procurement processes necessary to obtain goods and services for an office; performing automation duties using such software applications such as word processing, spreadsheet, electronic mail, desktop publishing, maintaining calendars and scheduling, database and/or graphics; assisting in the formulation and execution of budget estimates to include updating budget spreadsheets which are used in briefings; collecting, compiling and tracking data and information; and researching reference materials, regulations, and standards to identify appropriate action necessary to correct problems or issues. 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/.
Before you apply
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