Program Support Assistant

Hampton, Virginia
Feb 17, 2021
Feb 24, 2021
Full Time


The position is in the Department of Veterans Affairs (VA), Veterans Health Administrations (VHA), Mid-Atlantic Health Care Network (VISN 6), Hampton VA Medical Center (HVAMC); Hampton, Virginia, within the Education, Research and Development Service. The primary purpose is to provide administrative and technical support for planning, implementation, and quality management duties for the residency/affiliate/training and research programs.

Learn more about this agency


Provides administrative coordination for the management of training programs and collects data for the service line.

Ensures that policies for education and training are carried out through the collection, coordination, compilation and/or tracking of data and statistical information in support of the Chief of Education, Research, and Development.

Serves as the primary communication source with various private and public institutions (i.e. Affiliates) throughout the United States to receive and facilitate program requests.

Collects, reviews, and screens all trainee applications and supporting documentation for training, clinical and residency programs based on the program guidelines.

Assists Affiliate Programs with training requests, scheduling and providing informational processes as needed.

Keeps records on Talent Management System (TMS) training verifications and prints program certificates for each instructor and student file.

Creates reporting formats and/or adheres to required program formats such as annual total count of allied health service trainees, without compensation (WOC) & paid trainees and research-related personnel including but not limited to R&D Committee members, IRB members, and study investigators.

Documents Tuition Reimbursement Program expenses. The incumbent requests fund control point (FCP) adjustments based on the quarterly usage trends for training programs.

Utilizes LEAF, VISTA, IPPS managerial programs to retrieve, compile, and organize training and financial data.

Procures goods for services as primary purchase cardholder for education office fund control points.

Maintains fund control point balances through established reconciliation processes.

Coordinates the New Employee Orientation program (NEO); including scheduling space, announcing the training to all employees, sending reminders to program presenters, tracking attendance, coordinating virtual presentations as required, recording attendance in TMS.

Collects, compiles, and tracks trending statistical information and prepares administrative, workload, clinical, and technical data/reports for submission.

Maintains electronic program specific data to track suspense dates on project milestones, progress and committee reports, funding accomplishments, compliance strategies. etc.

Assists in the planning, review, reporting, and presentation of data/statistical results.

Reviews documents, reports, and/or applications for omissions and inconsistencies, and ensures data entry is complete and accurate.

Serves as primary timekeeper, ensuring accurate recording of overtime, leave, authorized absence, and other related matters.

Prepares, routes and tracks WOC appointments application packages for reviews and approvals. Collaborates with the Education Administrative Officer for Education Trainee/s' WOC appointments.

Processes tuition reimbursement, travel, training requests, and related documentation for submission and review.

Maintains tuition reimbursement completion certificates and personnel records ensuring that they comply with Medical Center policy.

Establishes and maintains electronic and/or hard copy filing and record systems for the organization including reports, meeting minutes, correspondence, regulations, policy statements, station memos, etc.

Obtains and monitors the use of office supplies for the office, monitors and orders services, supplies, or maintenance of office equipment such as copiers, fax machines, etc.

Maintains calendar and schedules appointments and conferences for the Service Chief and Service staff. Arranges meeting space and notifies participants of date, time and agenda. Reschedules meetings when requested. Records minutes of meetings, as required; transcribes in final format; and distributes as necessary.

Performs other duties as assigned.

Work Schedule: Monday - Friday 8:00am - 4:30 pm
Compressed/Flexible: Available
Telework: Not Available
Virtual: This is not a virtual position.
Position Description/PD#: Program Support Assistant/PD028690
Relocation/Recruitment Incentives: Not Authorized
Financial Disclosure Report: Not required

Travel Required

Occasional travel - You may be expected to travel for this position.

Supervisory status

Promotion Potential


Conditions of Employment

  • You must be a U.S. Citizen to apply for this job
  • Designated and/or random drug testing may be required
  • Selective Service Registration is required for males born after 12/31/1959
  • You may be required to serve a probationary period
  • Subject to background/security investigation
  • Selected applicants will be required to complete an online onboarding process


To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 02/23/2021.


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: serves as the primary timekeeper and provide timekeeping education and training, collects, and track statistical data, collects, reviews, and screens all trainee applications, clinical and residency programs, assists Affiliate Programs with training requests, racks accreditation status of academic institutions, collects, researches and analyzes data for the preparation of reports, budget, funds, travel, obligations, training, preparing financial obligation requests, requests fund control point (FCP) adjustments, coordinates the New Employee Orientation program (NEO), manages main telephone line, screens and refers phone calls, prepares, receives, distributes and logs correspondence both internal and external, Processes tuition reimbursement, travel, training requests, maintains calendar, records minutes of meetings.

You will be rated on the following Competencies for this position:

  • Computer Skills
  • Customer Service
  • Financial Management
  • Information Management
  • Technical Competence
  • Writing

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 is mostly sedentary but requires standing during presentations or training; may require some walking, bending, stooping, standing, stretching and carrying objects such as files/binders, supplies, etc. Occasional travel may be required.

For more information on these qualification standards, please visit the United States Office of Personnel Management's website at .


Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: . If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: .

Additional information

VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process.

Receiving Service Credit or Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed.

Special Employment Consideration: VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities [i.e., intellectual disabilities, severe physical disabilities, or psychiatric disabilities], and/or Disabled veterans with a compensable service-connected disability of 30% or more. Contact the Agency Contact for information on how to apply under this appointment authority via the Selective Placement Coordinator.

The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal/VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified : applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at .

Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion. The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement. Management may use any one or any combination of these methods to fill the position.

It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

This job opportunity announcement may be used to fill additional vacancies.

Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.

For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document.

If you are unable to apply online view the following link for information regarding an Alternate Application .

How You Will Be Evaluated

You will be evaluated for this job based on how well you meet the qualifications above.


Narrative responses are not required at this time. If you are referred for consideration, you may be asked to submit additional job related information, which may include, but not limited to; responses to the knowledge, skills and abilities; completion of a work sample, and/or contact for an interview.Your resume and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect your rating or consideration for employment.

Background checks and security clearance

Security clearance

Drug test required

Position sensitivity and risk
Non-sensitive (NS)/Low Risk

Trust determination process

Required Documents

To apply for this position, you must provide a complete Application Package which includes:
  • Resume
  • SF-50/ Notification of Personnel Action

The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please use this checklist to make sure you have included other documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), documentation to support Veterans Preference claims, or ICTAP/CTAP documentation (for displaced Federal employees). You will not be contacted for additional information.
  • Cover Letter
  • Resume
  • SF-50/ Notification of Personnel Action

SF-50, Notification of Personnel Action (if applicable for Time in Grade and/or Eligibility):
  • Most recent SF-50 if you are a current or former Federal employee
  • An SF-50 showing 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
  • Award 50's do not provide sufficient information and will not be accepted for the purpose of verifying time-in-grade.
  • Examples of appropriate SF-50's include:
    • Within grade increases at the highest grade held; or
    • Promotions with an effective date more than one year old; or
    • SF-50's at the highest grade held with an effective date more than one year old.
Veterans' Preference: When applying for Federal Jobs, eligible Veterans should claim preference for 5pt (TP), 10pt (CP/CPS/XP), or for Sole Survivor Preference (SSP) in the questionnaire. You must provide a legible copy of your DD214(s) which shows dates and character of service (honorable, general, etc.). If you are currently serving on active duty and expect to be released or discharged within 120 days you must submit documentation related to your active duty service which reflects the dates of service, character of service (honorable, general, etc.), and dates of impending separation. Additionally, disabled veterans and others eligible for 10-point preference (such as widows or mothers of eligible Veterans) must also submit an SF-15 "Application for 10 Point Veteran Preference" with required proof as stated on the form. Documentation is required to award preference. For more information on Veterans' Preference, please visit .

If you are relying on your education to meet qualification requirements:

Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education .

Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.

Similar jobs