Program Support Assistant

Salem, Virginia
Jan 25, 2022
Feb 02, 2022
Full Time

Coordinates program activities and establishes planning methods for supporting each program's impacts and outcomes, improving processes for patient-centered coordination of care, and ensuring effective and efficient completion of activities and reports.

Knowledge of VA manual manuals and guidelines as well as accreditation, performance improvement, patient safety, risk management, and quality
management program evaluation methods to facilitate regulation compliance for these programs relating to the organization, delivery, and impact of health services for Veterans.

Collects, compiles, summarizes, and tracks relevant data and statistical analysis information for multiple reports required by the organization, VISN 6, VHA and other bodies, such as the Joint Commission and the Office of the Inspector General (OIG).

Assists in the planning, analysis, and reporting of data/statistical results of program/project studies on the effectiveness of treatment and patient satisfaction.

Prepares, executes and/or tracks program specific material for the OIG, the Joint Commission, patient medical information and administrative data within the organizational unit.

Gathers information, tracks, interprets and monitors data using established techniques to help with execution and implementation of quality
management systems and processes.

Coordinates incoming data from multiple sources, reviewing documents and reports for omissions and inconsistencies, and ensuring compiled statistical data is complete and accurate.

Compiles reports from multiple service lines to generate surveys or inspections at the facility.

Prepares PowerPoint presentations, compiles data and other information in Excel spreadsheets utilized by the Quality Management Department.

Verifies that Quality Management policies are congruent and aligned with government agencies, regulatory bodies and credentialing organizations related to hospital liability, patient safety, and standards of patient care.

Serves as primary Automatic Data Processing Application Coordinator (ADPAC).

Develops questionnaires, templates, and data collection tools for hospital wide use since the department pulls patient treatment information from all service lines.

Designs and prints templates for various QM surveys which measure internal process compliance, types of treatments, and patient satisfaction. Compiled survey results are used to establish standards of optimal patient care.

Serves as the timekeeper, control point clerk, TMS local unit coordinator, records liaison, enters work orders and orders supplies.

Receives and processes all correspondence and documents transmitted through Quality Management Service for review, approval, and signature, establishing controls on certain items, including recurring and non-recurring reports, and internal and external correspondence.

Performs other duties as assigned.

Work Schedule: 7:45am - 4:30pm - Monday - Friday
Telework: Not Available
Virtual: This is not a virtual position.
Position Description/PD#: Program Support Assistant/PD022000
Relocation/Recruitment Incentives: Not Authorized


Conditions of Employment

  • You must be a U.S. Citizen to apply for this job
  • 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 vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP)
  • Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Department of Veterans Affairs Personnel


To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 02/03/2022.

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: Experience timekeeper (Maintain and Post time and attendance reports), Fund control clerk, TMS coordinator, enters work orders and order supplies; Prepare agendas, conferences, meeting minutes and reports; Manages correspondence by receiving, assessing, routing, handling incoming and outgoing materials; ADPAC experience; Collects, compiles, summarizes, and tracks relevant data and statistical analysis information; Compiles reports from multiple service lines to generate surveys or inspections; Prepares, executes and/or tracks program specific material; Track suspense on project milestones, progress reports, funding accomplishments, compliance strategies; Produces graphs, charts, tables, presentations, storyboards, and composes correspondence; Experience with SharePoint and public drive administrator.

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

  • Administration and Management
  • Computer Skills
  • Customer Service
  • Data Management
  • Organizational Awareness

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: Work is primarily sedentary, although some slight physical effort may be required in the form of walking throughout the medical center campus, carrying files and books, and attending meetings. Considerable time is spent in front of a computer.

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

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 .

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

As required by Executive Order 14043 , Federal employees are required to be fully vaccinated against COVID-19 regardless of the employee's duty location or work arrangement (e.g., telework, remote work, etc.), subject to such exceptions as required by law. If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date. The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required exception from this requirement using the reasonable accommodation process.

Due to COVID-19, VA is currently in an expanded telework posture. If selected, you may be expected to temporarily telework, even if your home is located outside the local commuting area. Once employees are permitted to return to the office, you will be expected to report to the duty station listed on this announcement. Management officials will provide information about returning to the official, pre-pandemic worksite, when applicable. At that time, you may be eligible to request to continue to telework depending upon the terms of your organization's telework policy and the duties of the position.

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 .