About this role
Job Summary
The Program Support Assistant (OA) position is located at the Lt. Col. Luke Weathers VA Medical Center in Memphis, TN. The role provides administrative and program support to the Medicine Service.
Qualifications
- To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/26/2026.
- 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-5) in the normal line of progression for the occupation in the organization.
- Examples of specialized experience would typically include, but are not limited to: Knowledge of the administrative functions of Medicine Service and its Specialty Care Programs sufficient to organize and perform the program support duties and functions associated with the service and programs/teams.
- Knowledge of administrative concepts, principles, VA policies, regulations and directives sufficient to independently perform administrative duties.
- Knowledge of the basic skills and understanding of the methods and techniques of management analysis and/or program analysis.
- Knowledge of medical management practices and/or medical programs, guidelines, regulations and precedents.
- Ability to search historical files for readily available background information.
- Ability to analyze financial reports and forward reports.
- Ability to dictate memos and format documents for internal and external review and submission.
- 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/.
Major Duties
- The Program Support Assistant provides key day to day support of the Specialty/Subspecialty Care Programs and Medicine Service to include clerical duties, but not limited to: Serves as primary timekeeper for assigned section and back-up timekeeper for other T&Ls as assigned.
- Performs scanning of all equipment in assigned section for recurring inventory assessment and works with Logistics Department to address discrepancies.
- Prepares and disperses the On-Call schedule monthly to VA and UTHSC faculty and administrators.
- Responsible for compiling and preparing monthly Education Activity Record for residents/fellows in assigned program/section for site director verification and submitting to Education.
- Prepares key requests, distributes, inventories, and tracks keys, pagers and cell phones within assigned section.
- Takes and prepares meeting minutes; screens correspondence and routes for appropriate action; enters and manages work orders.
- Point of Contact for the Records Management.
- Obtains, analyzes, and organizes information for all reports required of JCAHO, Fiscal/Budget, Fee Basis, and other miscellaneous reports.
- Assists Section Chief, Supervisor, Administrative Officer and facility Group Practice Manager in developing and executing a viable contingency plan, including application of policy and processes within each clinical service.
- Presents recommendations and/or directly facilitates resolution for issues related to clinical section space, staff and equipment needs to the Section Chief, Supervisor, Administrative Officer or designee and facility Group Practice Manager.
- Tracks all credentialing, background investigations, and HR actions including timekeeping, tour of duty & fee basis memos, staff in-processing/out- processing, and the annual appraisal process.
Work Schedule: Monday - Friday, 8:00 am - 4:30 pm Telework: Ad-hoc Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant (OA)/PD50427A Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized
Requirements
- You must be a U.S. Citizen to apply for this job To be considered for this position, you must complete all required steps in the process.
- In addition to the application and questionnaire, this position requires an online assessment.
- The online assessment measures critical general competencies required to perform the job.
- Selective Service Registration is required for males born after 12/31/1959 Physical
Requirements
- The work required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment.
- A pre-placement physical examination is not required.
- Subject to background/security investigation 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.
- Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) As a condition of employment for accepting this position, you will be required to serve a 1-year probationary 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 organizational goals of the agency or the Government; and whether your continued employment would advance the efficiency of the Federal service.
- Upon completion of your probationary period period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.