Program Support Assistant

About the role

The Program Support Assistant provides confidential administrative and operational support for Specialty Care Service at the Loma Linda VA Medical Center. Responsibilities include coordinating and overseeing administrative functions for multiple specialty clinics, including Allergy, Cardiology, Dermatology, Gastroenterology, Endocrinology/Diabetes, Infectious Disease, Nephrology/Dialysis, Neurology, Oncology, Preventive Medicine, Pulmonology, and Rheumatology.

Major duties: The duties include but are not limited to: Collects, tracks, analyzes, and reports administrative, operational, and statistical data to support Specialty Care Service programs and leadership decision-making. Creates, maintains, and updates reports, spreadsheets, databases, correspondence, charts, presentations, and other administrative documents using automated systems and software applications. Conducts quality reviews of data, identifies discrepancies or trends, and recommends corrective actions to improve program effectiveness and operational performance. Provides administrative support for Specialty Care Service operations, including processing correspondence, maintaining records, coordinating meetings, preparing agendas and minutes, and managing calendars. Serves as a primary point of contact for staff, patients, trainees, and external stakeholders by responding to inquiries and resolving administrative issues. Coordinates patient appointments, manages schedule changes and cancellations, and ensures clinic schedules and workload assignments are maintained accurately. Maintains records and serves as liaison for records management activities, ensuring compliance with applicable regulations, policies, and records control requirements. Supports financial and procurement activities, including equipment inventory management, purchase requests, contracting actions, credit card reconciliations, and preparation of procurement documentation and justifications. Serves as a Contracting Officer Representative (COR) and coordinates with logistics, contracting, and vendor representatives regarding equipment, supplies, and service contracts. Performs timekeeping duties, maintains attendance records, monitors payroll-related documentation, and supports workforce administrative processes. Coordinates staff training, maintains training records, monitors mandatory training compliance, and serves as the Talent Management System (TMS) Coordinator for the service. Schedules and coordinates medical student, resident, and trainee rotations, orientations, evaluations, and related educational activities. Coordinates office support services, including issuing and tracking equipment, pagers, keys, computer access, and other resources necessary for staff and trainee operations. Develops and implements administrative procedures, monitors compliance with regulatory requirements, and supports quality improvement initiatives across Specialty Care Service programs. Work Schedule: Monday to Friday 0800-1630 Compressed/Flexible: Not available Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD14383A Relocation/Recruitment Incentives: Not authorized

Qualifications: To qualify for this position, applicants must meet all requirements by the closing date of this announcement. 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-6 position, you must have served 52 weeks at the GS-5 level. 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 your most recent SF-50 has an effective date within the past year, you may need to submit an additional SF-50 that clearly demonstrates one year of time-in-grade. You may qualify based on your experience and/or education as described below: GS-6 Specialized Experience: You must have one year of specialized experience equivalent to at least the GS-5 level in Federal service. Examples of specialized experience include, but are not limited to: providing administrative and program support for a healthcare or business office; collecting, tracking, analyzing, and reporting data and statistics; maintaining records and automated databases; coordinating meetings, calendars, and correspondence; performing timekeeping and personnel-related support functions; maintaining training records and monitoring compliance requirements; coordinating schedules, appointments, and office operations; supporting procurement, equipment inventory, or contracting activities; and applying established regulations, policies, and procedures to resolve administrative issues and support organizational goals. Education: Is not normally substitutable for specialized experience at the GS-6 grade level for positions in the GS-0303 series. 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, religious, 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 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 per week spent in such employment. Physical Requirements: The work is primarily performed in an office setting and requires normal physical activity associated with administrative support work. Duties may involve prolonged periods of sitting, as well as occasional walking, standing, bending, and carrying light items such as files, reports, and office supplies. No special physical demands are required. For more information on qualification standards, please visit the United States Office of Personnel Management website at: https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/.

Veterans Health Administration

Source: USAJOBS, read 11/15/2026. Apply on the source’s own site.