Management & Program Assistant

Major Duties:

• Develops new policy statements and reviews for compliance and accuracy.
• Receives and reviews regulations directives and memoranda on administrative functions. Interprets such material and determines the extent in which the organization is affected and advises operating officials. Independently prepares correspondence covering subjects of an administrative nature both internal and external.
• Maintains control of action correspondence; performs follow-up action to ensure timely reply/action.
• Coordinates incoming data from a variety of sources.
• Reviews documents reports and/or applications for omissions and inconsistencies and ensures data entry is complete and accurate.
• Enters pertinent information into an automated tracking system.
• Maintains automated system of program specific data to track suspense on items such as project milestones progress reports funding accomplishments compliance strategies etc.
• Functions as primary ADPAC for the SCIC Service Line and is responsible for handling day to day computer malfunctions for the staff route memos and act as manager for Personal Identity Verification (PIV) and attendance of ADPAC meetings analyzing the needs of the Service and providing this in writing to the SCIC Service Chief Business Manager and the Management & Program Analysts obtaining security codes for staff and handling all moves or installation of computers.
• Serves as administrator for the Talent Management System (TMS).
• Must have a thorough knowledge of VATAS Automated Data Processing (ADP) Computerized Patient Record System (CPRS) Electronic Contract Management System (eCMS) Light Electronic Action Framework (LEAF) WebHR Veterans Health Information Systems and Technology Architecture (VistA) Visual Aid Microsoft Office VHA Support Service Center (VSSC) PIV Portal TMS and the patient care dashboards.
• Required to enter IFCAP requests be familiar with the VETPRO and credentialing process and documentation and assist physicians and clinicians with requirements process personnel action paperwork perform online invoice clerk review process IT security plans and assist staff with other programs. Investigates and provides feedback to staff who present problems with VISTA clinical applications contacting appropriate IT and other ADPACs in other services.
• Serves as the primary timekeeper for approximately 40 FTEE under the SCIC Service Line. Maintains time and attendance records and reports by accurately recording tour of duty from bi-weekly time schedule into employee timecards.
• Monitors compliance by developing reports related to man-hours leave usage overtime and daily staffing.
• Independently manages position responsibilities with little supervision as well as set priorities and deadlines adjusting the flow and sequencing of the work to meet team and patient needs.
• The Management and Program Assistant serve as an evaluator advisor and performance improvement advocate for the SCIC Service Line as well as participates in work that supports the administrative needs to include physicians social work therapy psychology and nursing.
• Assists in compiling data for presentations and reports organizing work by reading and routing incoming correspondence collecting information and initiating telecommunications.
• Prepares documents with word processing and associated software selecting the appropriate program for office needs including but not limited to; MS Excel Access Publisher Word Word and merged with Excel to integrate different software types.
• Must have ability to analyze financial reports and forward reports not in line with hospital and/or VISN guidelines to the Service Chief Business Manager Administrative Officer and/or the Management & Program Analysts for review. Incumbent must have the ability to determine the accuracy and completeness of all documents required by employees by HR including performance appraisals competency assessments job descriptions functional statements and employee education and travel documents.
• Must have knowledge of the requirements and formatting for organizational charts. This includes knowledge of the preparation of organizational charts as well as knowledge of the objectives and regulations governing staffing standards and allowance to verify the staff levels in the various sections.

Major Duties continues in Qualifications section below:

Work Schedule: 7:30 AM - 4:00 PM Monday - Friday
Telework: Ad-Hoc only.
Virtual: This is not a virtual position.
Position Description/PD#: Management & Program Assistant/PD03994O
Relocation/Recruitment Incentives: Not Authorized
Permanent Change of Station (PCS): Not Authorized

Conditions of employment

• 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 ( Effective May 7 2025 drivers licenses or state-issued dentification 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 or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public 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 your employment will be terminated unless you receive certification in writing that your continued employment advances the public interest.

Qualifications

Major Duties Section continued:

• Must have the ability to dictate memos and format documents for internal and external review and submission as per STVHCS and VA guidelines.
• Has knowledge of regulations and procedures governing pay for employees payroll records payroll processing procedures; Time and Attendance skills within VATAS for preparation of timecards; Significant knowledge of computer applications/systems including use of data management software intranet VISTA; Significant knowledge and ability to utilize Microsoft products and to develop statistical and other report; Proficient in utilizing WebHR for processing personnel actions.

To qualify for this position applicants must meet all requirements by the closing date of this announcement 02/03/2026.

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-07 position you must have served 52 weeks at the GS-06. 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 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-06 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include but are not limited to: Appling skills in computer applications/systems including use of data management software to gather basic data such as colleting various types of information from an array of computer programs reports and documents as well as the ability to analyze such information to determine the accuracy and completeness of all information required; Analyzing financial reports and forward reports not in line with hospital guidelines to the service administration; AND dictating memos and formatting documents for internal and external review and submission as per service guidelines.

For more information on these qualification standards please visit the United States Office of Personnel Managements website at

Education

There is no educational substitution at this grade level.

Required Experience:

Junior IC