Program Support Assistant
What you'd do
The Program Support Assistant serves as the administrative backbone for the Pharmacy Service, managing operations, personnel, and finances. Duties include handling personnel administration and timekeeping, coordinating program operations, quality compliance, and correspondence, assisting with annual budgeting and fund controls, and managing procurement, contracts, and property inventories. Candidates should have strong organizational skills & administrative expertise in a clinical environment.
Major duties
Major duties include but are not limited to the following: Functions as the primary timekeeper for the Pharmacy Service, maintaining accurate records of pay, allowances, leave, and attendance in strict compliance with current regulations. Oversees recruitment and staffing by screening applications, conducting candidate interviews, verifying professional licensure with state boards, and coordinating hiring actions with Human Resources. Tracks mandatory facility-wide training, continuing education, and staff competencies, ensuring timely completion and documentation within the TMS system. Coordinates the onboarding process for new employees, issuing administrative policies, procedures, and basic training for internal software applications like VISTA and VATAS. Administers personnel management matters, including developing organizational charts, monitoring sick leave usage, and recommending personnel actions such as promotions, awards, and disciplinary measures. Interprets and ensures service-level compliance with EEO, affirmative action, and labor relations goals, assisting supervisors with counseling letters and adverse actions. Manages confidential records and paperwork related to workers' compensation, light-duty assignments, and investigations into discrepancies, theft, or employee misconduct. Provides high-level administrative support to the Chief of Pharmacy and supervisors, managing calendars, scheduling meetings, opening and distributing mail, and handling incoming/outgoing correspondence. Prepares confidential memoranda, reports, and congressional responses within strict deadlines, while independently editorializing communications for clarity. Tracks, monitors, and maintains all service policies and procedures, alerting professional staff when updates are required. Coordinates quality improvement initiatives, tracks medication errors, collects data for risk management, and prepares routine reports to meet JCAHO and regulatory requirements. Serves as the primary administrative liaison for medical records, engineering work orders, and consumer affairs activities, while managing office supply inventories. Controls physical security within the service by ordering, receiving, maintaining, and delegating door keys and combinations to ensure the safety of stored pharmaceuticals and supplies. Conducts organizational and space-utilization studies, analyzing data to identify operational bottlenecks and recommending corrective actions to top management. Represents leadership in non-clinical matters during their absence, serving on various committees and coordinating activities across hospital services to support the patient care mission. Assists in developing the annual budget plan, conducting thorough budget reviews, and forecasting financial needs based on service priorities. Establishes, organizes, and maintains a rigorous system of internal controls for managing funds across allocated cost centers. Verifies daily fund availability across all account categories to prevent over-obligations in sub-accounts or general ledgers. Reconciles financial reports with actual expenditures, investigating discrepancies and acting as the primary liaison with Fiscal Services and Administrative & Material Management (A&MM). Manages pharmacy procurement and contracting operations by preparing purchase requests, evaluating project proposals, and maintaining meticulous records. Determines appropriate costs, performs cost analyses, writes sole-source justifications, and communicates effectively with external contractors. May serve as a Contracting Officer's Representative (COR) to oversee contract performance and compliance. Oversees property management by preparing documents for property accession and de-accession, maintaining inventory of non-expendable equipment, and conducting periodic utilization surveys to ensure economical and efficient resource use. Work Schedule: Monday - Friday, 7:30AM - 4PM Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD20C850 Relocation/Recruitment Incentives: Not authorized Critical Skills Incentive (CSI): 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, 08/27/2026. 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 GS-06 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; 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, calendar, 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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