Program Support Assistant

Clarification from the agency

ALL US CITIZENS DIRECT HIRE AUTHORITY: This position is being filled using Direct-Hire Authority (5 CFR 337.201) for this occupation.

Duties include but not limited to:

• Provide critical clerical day-to-day support for the Medicine Service.
• Prepare meeting minutes, process reports, memoranda, and letters.
• Perform advanced administrative tasks such as timekeeping, purchasing, and clinical/research data collection across multiple sites.
• Manage equipment, assist with ADPAC duties, and support HR and MSO processes.
• Interface with patients by phone and face-to-face to support seamless service delivery.
• Maintain administrative continuity books, memorandums, service line agreements, and service policies.
• Prepare clinic activations/deactivations and route clinic cancellation forms.
• Ensure accurate routing of all correspondence.
• Handle purchasing, processing, distribution, collection, and inventory of supplies and equipment.
• Maintain Medicine Service Equipment Inventory Lists (EIL).
• Assist with federal travel processes; coordinate staff travel and ensure documentation accuracy.
• Organize meetings for Service Chief, Administrative Officer, Supervisory Management Analysts, Section Chiefs, and other supervisors.
• Manage distribution, inventory, and tracking of office keys, pagers, and cell phones.
• Search historical files for background information.
• Verify and correct position descriptions and functional statements.
• Address discrepancies with HR and Fiscal Service documentation.
• Support resident and attending orientation, office and equipment relocations, and other administrative needs.
• Apply clerical and technical procedures to collect, compile, and track data and statistical information.
• Support program operations related to patient care, workforce oversight, and equipment management.

Work Schedule: Monday - Friday 7:30am to 4:00pm
Position Description Title/PD#: Program Support Assistant/PD01274A
Physical Requirements: The work is primarily sedentary, typically involving sitting comfortably to perform tasks. However, the role also requires daily activities such as walking, standing, bending, and carrying light items such as papers, books, and small objects.

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 2-year 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 organizational goals of the agency or the Government; and
• whether your continued employment would advance the efficiency of the Federal service

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement.

• Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-04 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include but are not limited to: A solid grasp of the basic skills, methods, and techniques of management analysis and/or program analysis. Extensive knowledge of medical management practices and/or medical programs, including guidelines, regulations, and precedents. Knowledge of the requirements and formatting for organizational charts, including the preparation of organizational charts and understanding the objectives and regulations governing staffing standards. This includes verifying staffing levels in various sections to ensure compliance with regulations. OR,
• Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have four years above high school in an accredited business, secretarial or technical school, junior college, college or university. One year of full-time academic study is defined as 30 semester hours, 45 quarter hours, or the equivalent in a college or university, or at least 20 hours of classroom instruction per week for approximately 36 weeks in a business, secretarial, or technical school. (TRANSCRIPT REQUIRED). OR,
• Combination: Applicants may also combine education and experience to qualify at this level. You must have a combination of specialized experience and education beyond the first 60 semester hours (i.e., beyond the second year) to meet the specialized experience requirement. One full academic year of study (30 semester hours) beyond the second year is equivalent to 6 months of specialized experience. (TRANSCRIPT REQUIRED).

You will be rated on the following Competencies for this position:

• Administration and Management
• Flexibility
• Decision Making
• Creative Thinking

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; religions; spiritual; 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.

How you will be evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Applicants will be referred in the order in which they were received.

Documents Accepted:

• Cover Letter
• DD-214/ Statement of Service
• Disability Letter (Schedule A)
• Disability Letter (VA)
• License
• Other (1)
• PCS Orders
• Performance Appraisal
• Professional Certification
• Resume
• Separation Notice (RIF)
• SF-15
• SF-50/ Notification of Personnel Action
• Transcript

Documents Required:

• Resume

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.

Next steps