Duties

The Program Support Assistant (OA) will perform a wide variety of clerical, program, administrative and technical duties in support of management with the intent of accomplishing the administrative requirements of the organization to which assigned. The incumbent will provide specialized administrative and support services to the leadership team as well as the rest of the service. Responsibilities include, but are not limited to:

• Schedules and makes arrangements for regular and special conferences and meetings, arranges for space, equipment, provides notifications, assembles and distributes information required, prior to meetings.
• Serves as the recorder, prepares agendas and minutes, and distributes documents in accordance with policy.
• Serves as primary and/or back-up timekeeper, which includes responsibility for preparing, submitting and maintaining time and attendance records.
• Maintains six part folders for assigned employees. Reviews folders on a recurring basis to ensure all required documentation is current. Annually ensures all licensures are updated and on record. Sends reminders to clinical staff to obtain a renewed license.
• Serves as the ADPAC. Processes System Access Requests (SARS) for assigned employees and completes quarterly reviews to ensure VISTA keys are correct. Submits clinic cancellations as needed. Completes other necessary ADPAC duties and attends monthly ADPAC meetings.
• Serves as Talent Management System (TMS) Coordinator. Processes coordination and validation requests. Ensures all mandatory training is completed in a timely manner. Maintains training log and certificates for all assigned staff.
• Assists staff with educational and travel requests as needed. Ensures training and travel request forms are completed per guidelines, in an expeditious manner, and are submitted to the appropriate officials. Serves as alternate travel preparer and submits travel requests into the travel system as directed.
• Assists in maintaining the equipment inventory by preparing annual reports, conducting physical inventory, submitting turn-ins, preparing Reports of Survey, or other required actions per policy.
• Performs government vehicle management duties to include scheduling, cleaning and maintenance, staff training oversight, and other oversight and liaison functions in coordination with responsible officials.
• Provides staff advisory service and clerical support to operating officials. Evaluates and discusses alternate approaches to problems and assists management in reaching a decision. Takes action on all administrative matters.
• Prepares correspondence covering subjects of a program/administrative nature, both internal and external Processes incoming and outgoing materials such as reports, memoranda, letters and other forms of communication. Edits and composes correspondence for accuracy and completeness utilizing mastery of the English language, proper format, regulations of governing release of information and other pertinent regulations.
• Manages leadership and room calendars/schedules to include scheduling appointments, coordinating meetings and scheduling all conferences, as needed. Researches and provides background on meetings without direction. Attends necessary meetings with leadership und prepare-; meeting minutes and follows up on action items with staff members, independently.

Requirements

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 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 Veterans Health Administration Health Care Personnel (HCP) - See "Additional Information" below for details.

How You Will Be Evaluated

• Benefits

  A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.

  Review our benefits

  Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.

• Required Documents

  As a new or existing federal employee, you and your family may have access to a range of benefits. Your benefits depend on the type of position you have - whether you're a permanent, part-time, temporary or an intermittent employee. You may be eligible for the following benefits, however, check with your agency to make sure you're eligible under their policies.

  To apply for this position, you must provide a complete Application Package which includes:
  Documents Required:
  

  • Resume

  
  Documents Accepted:
  

  • Cover Letter
  • DD-214/ Statement of Service
  • Disability Letter (Schedule A)
  • Disability Letter (VA)
  • Typing proficiency document or self-certification.
  • Resume
  • SF-50/ Notification of Personnel Action
  • Transcript

  
  
  Please review the above list(s) to ensure you have included all necessary documents required for your application.Not every applicant will require the same documents, therefore it is the applicants responsibility to ensure that their application package includes all necessary documents to determine qualifications and eligibility for appointment, such as a copy of your SF-50, transcript, ICTAP/CTAP documentation (for displaced Federal employees). You will not be contacted for additional information. Applicants will be deemed ineligible if supporting documentation is not submitted.
  
  Veterans' Preference: Since the Direct-Hire Recruitment Authority is being used, traditional Veterans' Preference rules do not apply. Qualified veterans will, however, be given full consideration for this position.
  
  Applications are accepted online. Applying online will allow you to review and track the status of your application.
  

  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.

• How to Apply

  All applicants are encouraged to apply online. To apply for this position, you must complete the questionnaire and submit the documentation specified in the Required Documents section below. The complete application package must be submitted by 11:59 PM (ET) on 04/20/2023 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/11926577.

  • To begin, click Apply Online to create a USA JOBS account or log in to your existing account. Follow the prompts to select your USA JOBS resume and/or other supporting documents and complete the occupational questionnaire.

  • Click Submit My Answers to submit your application package.

  NOTE: It is your responsibility to ensure your responses and appropriate documentation is submitted prior to the closing date.
  To verify your application is complete, log into your USA JOBS account, https://my.usajobs.gov/Account/Login, select the Application Status link and then select the more information link for this position. The Application page will display the status of your application, the documentation received and processed, and any correspondence the agency has sent related to this application. Your uploaded documents may take several hours to clear the virus scan process. To return to an incomplete application, log into your USA JOBS account and click Update Application in the vacancy announcement. You must re-select your resume and/or other documents from your USA JOBS account or your application will be incomplete.

  Agency contact information

  Annette Johnson

  Phone

  352 443-2381

  Email

  Annette.Johnson1@va.gov

  Address

  Tennessee Valley HCS - Nashville
  1310 24th Avenue South
  Nashville, TN 37212
  US

  Next steps

  Once your online application is submitted you will receive a confirmation notification by email. After we receive application packages (including all required documents) and the vacancy announcement closes, we will review applications to ensure qualification and eligibility requirements are met. After the review is complete, a referral certificate(s) is issued and applicants will be notified of their status by email. Referred applicants will be notified as such and may be contacted directly by the hiring office for an interview. All referred applicants receive a final notification once a selection decision has been made.
  
  You may check the status of your application at any time by logging into your USA Jobs account and clicking on Applications. Information regarding your application status can be found in the USAJobs Help Center.
  
  NOTE: Participation in the seasonal influenza program is a condition of employment and a requirement for all Department of Veterans Affairs Health Care Personnel (HCP). It is a requirement that all HCP to receive annual seasonal influenza vaccination or obtain an exemption for medical or religious reasons. Wearing a face mask is required when an exemption to the influenza vaccination has been granted. HCP in violation of this directive may face disciplinary action up to and including removal from federal service. HCP are individuals who, during the influenza season, work in VHA locations or who come into contact with VA patients or other HCP as part of their duties. VHA locations include, but are not limited to, VA hospitals and associated clinics, community living centers (CLCs), community-based outpatient clinics (CBOCs), domiciliary units, Vet centers and VA-leased medical facilities. HCP include all VA licensed and unlicensed, clinical and administrative, remote and onsite, paid and without compensation, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, researchers, volunteers and health professions trainees (HPTs) who are expected to perform any or all of their work at these facilities. HPTs may be paid or unpaid and include residents, interns, fellows and students. HCP also includes VHA personnel providing home-based care to Veterans and drivers and other personnel whose duties put them in contact with patients outside VA medical facilities.

• Fair and Transparent

  The Federal hiring process is set up to be fair and transparent. Please read the following guidance.

  • Equal Employment Opportunity (EEO) Policy
  • Reasonable accommodation policy
  • Financial suitability
  • Selective Service
  • New employee probationary period
  • Signature and false statements
  • Privacy Act
  • Social security number request

Required Documents

Clarification from the agency

ALL US CITIZENS. DIRECT HIRE AUTHORITY: This position is being filled using Direct-Hire Authority (COVID-19 - VA 005) in-accordance with 5 U.S.C. 3304(a)(3) and 5 CFR 337.205(b)(1)-(4).