Program Support Assistant
What you'd do
This position is located within Surgical Services at the Dayton VA Medical Center and reports to the Administrative Officer, Surgical Services. The incumbent serves as the Resident Coordinator and provides comprehensive administrative and program support for residency and trainee activities within the service.
Major duties
Duties include, but are not limited to: Coordinates recurring academic year transition activities, including advance roster preparation, rotation calendar reconciliation, and verification of prerequisite documentation prior to trainee arrival. Maintains structured onboarding checklists to ensure sequential completion of clearance requirements. Tracks pending requirements and conducts follow-up communication to prevent delays in rotation start dates. Compiles routine status summaries for leadership reflecting onboarding progress and outstanding items. Ensures accurate alignment between affiliate-provided schedules and VA system access activation timelines. Coordinates onboarding activities for over 175 rotating residents and trainees annually, including processing access requests, verifying mandatory training completion, coordinating orientation logistics, tracking rotation assignments, and maintaining required documentation. Maintains organized residency files and tracking systems to ensure compliance with VHA and affiliate institution requirements. Serves as point of contact for residents regarding administrative processes and required documentation. Performs routine audits of trainee files to confirm required documentation is current and properly maintained. Updates tracking tools to reflect changes in rotation assignments or trainee status. Identifies trends in recurring documentation deficiencies and coordinates corrective follow-up within established procedures. Assists with preparation of standardized reports supporting accreditation reviews or internal program monitoring. Ensures electronic and paper records are organized in accordance with established records management requirements. Monitors completion of required evaluations, training certifications, duty hour documentation, and rotation schedules to ensure adherence to ACGME standards and local policy. Prepares documentation for internal audits, site visits, and accreditation reviews. Maintains databases and spreadsheets to track resident participation, evaluations, and rotation status. Identifies discrepancies and coordinates corrective follow-up as needed. Maintains centralized residency calendars reflecting rotation coverage and scheduled trainee activities. Provides logistical coordination support for recurring academic meetings and structured educational events. Assists in compiling data elements used in workload or trainee participation summaries. Coordinates routine communication updates to trainees regarding administrative deadlines and onboarding milestones. Supports continuous process improvement efforts by recommending workflow adjustments within existing procedural guidelines. Provides administrative support for residency meetings, prepares agendas, documents minutes, and tracks action items. Assists leadership in compiling summary reports related to resident coverage and rotation schedules. Coordinates communication between Surgical Services, affiliate institutions, Medical Staff Office, and trainees to ensure timely exchange of required documentation. All other duties as assigned. Work Schedule: Monday-Friday 0730-1600 Telework: This position may be authorized Ad-Hoc telework. Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD831010
What you need to qualify
To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 08/11/2026. You may qualify based on your experience and/or education as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-6 in the normal line of progression for the occupation in the organization. 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; performing automation duties using such software applications such as word processing, spreadsheet, electronic mail, desktop publishing, calendar, database and/or graphics; 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/.
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