Program Support Assistant (OA)
What you'd do
This position is located at the Department of Veterans Affairs (VA), Veterans Health Administration (VHA), VA Medical Center, in the Nutrition and Food Services Department (N&FS) as the Program Support Assistant to the Administrative Officer, Nutrition & Food Service. The primary purpose of this position to provide a wide variety of administrative, clerical, and technical support to Nutrition and Food Service.
Major duties
MAJOR DUTIES: Program Support (50%) Receives requests for information, advises when the information can be furnished, and provides it personally from files and records or follows up with staff to see that it is provided. Performs work involving the collection, compilation, and /or tracking of data and statistical information in support of the NFS program operation. Organizes data into Access databases or spreadsheet formats. Receives and processes documents and reports in accordance with established procedures. Reviews documents and reports for completeness and enters pertinent information into an automated tracking system or creates spreadsheets/databases to track them. Prepares a wide variety of recurring and nonrecurring correspondence, reports, and other documents. Establishes, updates, and maintains office files and records. Keeps/types meeting minutes, agendas and reports. Collects, assembles, and compiles data for recurring, special, and one-time administrative and management reports. Establishes files, maintains, purges, and disposes of administrative and/or medical records/files in accordance with regulations and procedures. Establishes suspense dates as directed by the supervisor and brings to supervisor's attention those that require prompt attention or those that cannot be met by requested dates. Performs database file searches. Prepares, executes, and/or tracks program specific information. Performs office automation duties using such software applications such as word processing, spreadsheet, electronic mail, desktop publishing, calendar, database, and/or graphics. Assists other users regarding selection of applications, training on a variety of standard application packages, and selection of appropriate formats and procedures for each task. Uses word processing software to execute several office automation functions such as storing and retrieving electronic documents and files; activating printers; inserting and deleting text; formatting letters, reports, and memoranda; and transmitting and receiving emails. Uses spreadsheet software to develop and change spreadsheets in order to graphically display data. Uses email to compose and retrieve correspondence and electronic calendar to access the service Chief's schedule. Uses VA software program to access information in the Medical Center computer system. Uses patient electronic health care record to access and retrieve confidential patient information to facilitate contact and scheduling of patient appointments and consult management. Schedules nutrition clinic appointments, prepares appointment confirmation letters, and enters appointment data. Serves as the primary ADPAC and TMS Administrator for NFS. Assures NFS employees are up-to-date and have met all mandatory training. Orients and trains all NFS employees on computer use. Acts as a liaison between OI&T, and other services such as Employee Education Services. Serves as service resource person to troubleshoot computer hardware problems, resolve software problems, and work with OI&T to upgrade computer functions. Prepares and submits documentation for training and travel episodes. Clerical Support (40%) Receives, schedules, refers, and contacts members of the staff, agency, and persons outside the agency ranging from other government agencies to the general public. Provides clerical contact support such as answering the telephone, referring visitors, or providing information about the office, its functions, and standard operating procedures, and similar information. Screens calls and personally answers calls when the requested information concerns routine and procedural requirements. Screens calls for the supervisor and staff members and determines if the call requires their attention. Supplies requested information to employees on status of reports, suspense dates, procedural requirements, time and pay, etc. Provides follow-up on requests for information. Timekeeping (10%) Serves as official timekeeper for the site and maintains service record cards for all employees. Assures that the information is kept up to date. Notifies supervisors when leave limits are exceeded. Posts employee/contracted personnel time and attendance on a daily basis utilizing VA computerized timekeeping software. Processes corrected timecards when necessary. Develops programs for monitoring employee time and attendance. Maintains appropriate and timely timekeeping mandatory training. Tracks daily attendance, overtime and unscheduled hours per employee. Posts timecard exceptions in a timely manner. Monitors and tracks FMLA usage and notifies supervisor when usage exceeds what is approved. Work Schedule: Monday- Friday 8:00 am - 4:30 pm Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant (OA)/PD99930S Relocation/Recruitment Incentives: Not Authorized 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, 08/07/2026. 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-06 position you must have served 52 weeks at the GS-05. 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-05 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Performing a full range of administrative support for an office; Reviewing all incoming and outgoing correspondence. Scheduling meetings; and utilizing office automation software such as word processing. Proficient in VA's Enterprise Electronic Health Record system spreadsheet - Veterans Health Information Systems and Technology Architecture (VISTA), proficient in Patient Consult Tracking Manager System; Proficient in scheduling in VA Integrated Scheduling System (ISS); electronic mail, desktop publishing, calendar, database, and/or graphics; Answering telephones, referring visitors, and providing information. Proficiency requirement: 40 words per minute typing speed Physical requirements: The work area is usually an adequately lighted, heated and ventilated office of medical facility setting. The work environment involves everyday risks or discomforts that require normal safety precautions. The sedentary and may require some walking, standing, bending, carrying and/or lifting of light items like papers or books. The work requires light to moderate levels/times performing keyboarding to prepare correspondence. 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
Federal applications are different: your resume should be 3–5 pages and mirror the language of this announcement. Read our federal resume guide first — it's the #1 reason qualified people get screened out.
Don't miss the next one.
Get an email the moment a similar federal job opens — postings can close in as little as 5 days.