Program Support Assistant (OA)

Perry Point, Maryland
Sep 28, 2021
Sep 30, 2021
Full Time


This position is in the Cooperative Studies Program Coordinating Center (CSPCC), Office of Research and Development at Perry Point, MD. The CSPCC is responsible for planning and conducting large Phase II/III, multi-center, controlled clinical trials. The result of the work performed supports the overall programs and mission of VA Cooperative Studies Program and clinical trial research.

Learn more about this agency


Duties include but are not limited to:

Administrative Support
  • Performs as primary timekeeper for the CSPCC. Coordinates and maintains time and leave (T&L) records for staff, and clears T&L exceptions within prescribed timeframes, posts time and leave daily.
  • Initiates and completes travel in the VA travel system for management and all other CSPCC staff. Creates travel estimates, makes hotel reservation, and books travel flights. Coordinates study meetings with the program travel coordinator, assists travelers with submitting vouchers, and completes after-travel reports.
  • Schedules and facilitates center meetings, including but not limited to preparing agendas, records, reserving meeting space, and typing minutes in appropriate format and in final form for signature within timeframe specified. Composes correspondence on behalf of supervisor or other management personnel, and prepares and edits PowerPoint slides.
  • Coordinates and maintains database of study and staff publications. Coordinates quarterly updates to listing of staff assignments to studies and assists with updates to regular reports such as the Annual Report and special reports due to Central Office.
  • Examines work processes for improvement; writes Standard Operating Procedures (SOP's) or job aids to describe administrative work processes. Modifies SOP's as needed, and creates forms and checklists to streamline and ensure efficiency of administrative processes
  • Participates in quality assurance activities and audits, enters opportunities for improvement (OFI), deficiencies, and non-conformities into Corrective Action/Preventive Action (CAPA) system requests.
Service Liaison
  • Enters electronic work orders for repairs and maintenance, and follows up on pending orders to ensure that work is completed satisfactorily.
  • Assists with inspection of employee work areas and buildings to support Environment ofCare (EOC) rounds. Tracks repetitive problems and brings issues to the attention of supervisor.
  • Acts as liaison with Engineering and Facilities maintenance personnel regarding maintenance issues. Conducts annual Equipment Inventory Listing (EIL), and conducts bi-annual chemical inventory. Manages and tracks movement of equipment, prepares forms for equipment and furniture turn-ins, and conducts investigations in support of Report of Survey (ROS).
  • Serves as the center's Automated Data Processing Application Coordinator (ADPAC).
  • Assists with IT inventory and performs semi-annual FISMA and VISTA menu review, requests menu changes and additions to systems such as ePAS, and VISTA as necessary.
Documentation and Records Management
  • Maintains records of the service, including the Master Records inventory and file plan for the CSPCC in accordance with VHA RCS 10-1, and records management policies and procedures.
  • Plans and develops a systematic method for naming, identifying, and retrieving information to resolve problems in locating and retrieving electronically stored information.
  • Maintains organization of file rooms; and conducts records inventory of completed studies such as location and dates of storage.
  • Documents records management procedures, including but not limited to drafting SOP's, checklists, and instruction for staff on proper procedures for archiving study materials.
  • Evaluates and audits records maintained by the service to assist sections in maintaining appropriate records management procedures.
  • Conducts systematic reviews of records control schedules, file plans and procedures to ensure that the services' recordkeeping is current and up-to-date, and work processes and policies related to the records' lifecycle are adhered to and documented.
  • Collects, compiles and tracks data and information in support of program operations
  • Gathers, organizes and searches archived studies and historical records for information for special projects. Coordinates data from a variety of sources and compiles and arranges data in standard formats for projects or reports for ease of interpretation.
Performs other related duties as assigned.

Work Schedule: Monday - Friday -- 8:00am - 4:30pm
Telework: Available
Virtual: This is not a virtual position.
Position Description/PD#: Program Support Assistant (OA)/PD512-21027-O
Relocation/Recruitment Incentives: Not Authorized
Permanent Change of Station (PCS): Not Authorized
Financial Disclosure Report: Not required

Travel Required

Not required

Supervisory status

Promotion Potential


Conditions of Employment

  • You must be a U.S. Citizen to apply for this job
  • All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment. Applicants who refuse to be tested will be denied employment with VA.
  • 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
  • Participation in the seasonal influenza and Coronavirus Disease 2019 (COVID-19) Vaccination programs are requirements for all Department of Veterans Affairs Health Care Personnel (HCP)


To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 09/29/2021.

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 this GS6 position you must have served 52 weeks at the GS5. 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.
  • Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS5 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: maintenance and logistics mission and functions of the office and understanding of how the office's various administrative services relate to one another and to the office's mission; VHA timekeeping, VA Travel Administration, Conference Planning,
    Oversight and Reporting, National Archives and Records Administration (NARA) and VA Records Control Schedule (RCS 10-1), and VA records management policies; using Microsoft office programs such as Word, Excel, PowerPoint, Outlook, Lync to store and retrieve electronic documents and files, prepare reports with charts and graphs, and utilize spreadsheets and SharePoint; document classification, records management, version control, and control systems; establishing various filing systems, and knowledge of how to organize them to establish an effective index, retrieval, and follow-through system; developing new forms and processes to meet the changing requirements; extrapolate information from archived records, annual reports, and databases; effectively plan and coordinate activities to ensure deadlines are met and work is produced in a systematic manner; establishing effective working relationships and communication with staff, and internal and external customers to foster cooperation and coordinated effort; knowledge of English grammar, spelling, and punctuation to correct obvious errors in draft material.
  • Typing Proficiency Requirement: Applicants may meet these requirements by passing the appropriate performance test, presenting a certificate of proficiency from a school or other organization authorized to issue such certificates by the Office of Personnel Management local office, or by self-certifying their proficiency. 40 words per minute typing speed

You will be rated on the following Competencies for this position:
  • Attention to Detail
  • Manages and Organizes Information
  • 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 sedentary. Typically, the employee may sit comfortably to do the work. However, there may be some walking, standing, bending, and carrying of light items like papers or books. No special physical demands are required to perform the work.

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


There is no educational substitution at this grade level.

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.

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 or need to fax a document you do not have in electronic form, 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
Not Required

Drug test required

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.
  • If you are applying for promotion you must include a copy of your most recent Performance Appraisal
  • Performance Appraisal
  • 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 Feds Hire Vets - Veterans - Job Seekers - Veterans' Preference .

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.

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