Program Support Assistant

Summary

Incumbent provides administrative and program support under general supervision, is able to exercise independent judgement to accomplish tasks of considerable difficulty and responsibility along with special technical duties. The position requires advanced office automation proficiency, specialized knowledge of Quality Assurance workflows, and substantial independence in coordinating complex administrative functions.

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Duties

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Duties may include but are not limited to:

• The Incumbent is the primary point of contact for Quality Assurance regarding processes that support the Nursing Qualification Standards, receive emails, messaging and direct calls related to the processes. Initiates replies as necessary. Prioritizing work to facilitate efficient and effective operation for Patient Care Services.
• Incumbent works independently overseeing and organizing communication, maintains documents and, with supervisor concurrence, advises staff on implementing time and resource saving improvement to more efficiently meet Patient Care Service objectives. Process improvements may cover recordkeeping requirements, i.e., training, adherence to current policy and interim policy changes, mail receipt and distribution processes, and the tracking and ordering of office supplies.
• Incumbent utilizes personal computers and Microsoft Office applications, i.e., word, Excel, Access, PowerPoint, Outlook email, Microsoft office Teams and LEAF.
• Maintaining Probationary Review Board (PRB) tracking worksheets and coordinating monthly communication with PRB chairs and subject matter experts to ensure timely submission of required documentation. The incumbent coordinates the information from initiator and Vetpro to provide to the board members. Prepares board action forms based on board findings and directs them appropriately to board members for signature. Communicates with Human Resource (HR) related completed PRB materials and updates spreadsheet for completion. Prepares both quarterly and annual PRB summary reports for leadership review. Maintains the database for all files and documents.
• Primary point of contact for communication with Shared Services Unit (SSU) and Consolidated Classification Unit (CCU) in the Functional Statement workflows by coordinating document exchange with the CCU and SSU. Prepares signature ready documents that adhere to formatting conventions while liaising with initiator for document completion. Redirects documents within LEAF as needed to ensure communication is fluid in collaboration with the Quality Assurance Nurse. Posts finalized functional statements to the South Texas SharePoint and maintain accurate tracking spreadsheets for document completion. Prepares Annual summary report for leadership.

Work Schedule: Monday-Friday, 0730-1600

Telework: 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.

Virtual: This is not a virtual position

Position Description Title/PD#: Program Support Asst (OA)/PD013720

Relocation/Recruitment Incentives: Not Authorized

Critical Skills Incentive (CSI): Not Approved

Permanent Change of Station (PCS): Not Authorized

Requirements

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Conditions of employment

• You must be a U.S. citizen to apply for this job
• Subject to a background/suitability investigation
• Selective Service Registration is required for males born after 12/31/1959
• A complete application package; Resume, Transcripts, etc. is required
• Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents).
• Effective May 7, 2025, driver's licenses or state-issued identification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment.

Upon completion of your probationary period or trial period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period or trial period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider:

• your performance and conduct;
• the needs and interests of the agency;
• whether your continued employment would advance organ