Clarification from the agency

This vacancy is open to current permanent Michael E DeBakey VA Medical Center Employees including satellites and CTAP eligibles.

Major Duties include:

• Serves as "consult coordinator" responsible for coordination of all assigned consults. Areas to monitor include, scheduling, discontinuation of duplicate consults, correction of consult errors, handling of no-show consults, ensuring providers have correct consult title set-ups in CPRS, preparation of consult management reports, contacting patients to schedule appointments, etc.
• Monitors patient access performance metrics, assures timely scheduling and access to care provided by the section. Oversees completion of patient care encounters, clinical reports, progress notes, unsigned notes, and other patient care documentation in a timely manner established by his/her supervisor.
• Serves as the ADP Coordinator (ADPAC) for the section. Submits electronic User Access Requests (UARs) and functions as a first point of contact liaison between OI&T and the section.
• Performs work related to the acquisition and/or development of program information and resource materials/personnel to support the policy development and/or technical activities of OCL sections. Performs library research functions, including file or database searches. Researches various publications to extract, summarize, and compile information required for the activities of the specialty section and as requested by the OCL Section Chiefs.
• Assists in the acquisition, development, and/or scheduling of program resource materials and personnel, such as hard copy and computer-based brochures and reports, agency staff and/or volunteer personnel, and/or needed program equipment such as telephones, computers and printers, fax machines, etc. Monitors all aspects of the operating programs and makes recommendations to improve or modify methods for disseminating information to intended audiences. Maintains an orderly and adequate level of program supplies. Schedules agency staff and/or volunteers as required.
• Prepares IT requests for the Section for computer hardware, software, remote access, telephones, telemedicine equipment, equipment moves, etc. Serves as point of contact for all issues relating to Personal Identity Verification (PIV) HSPD-12 program and facilitates acquisition of required PIV documentation.
• The incumbent is cross-trained in many of the specific job functions of other OCL administrative support staff, most specifically timekeeping, patient scheduling, ADPAC support, answering phones, and check-in desk(s) for coverage. This enables the incumbent to provide cross coverage for time-sensitive administrative duties needing completion when those primarily responsible are unavailable. The incumbent will be cross-trained and able to cover all OCL sections in all aspects of data collection and tracking support to include: General Surgery, Neurosurgery, ENT, Audiology, Orthopedics, Gynecology, Cardiothoracic Surgery, Podiatry, Dental, Vascular Surgery, Vascular Lab, Plastic Surgery, Urology, and Solid Organ Transplant.
• The incumbent is responsible for coordinating OCL orientation activities for all resident trainees at the beginning of each calendar year and each rotation to include computer training, policies and procedures for clinic, ID badges, computer codes, etc. Incumbent is responsible for orientation of medical students monthly. Creates and maintains up-to-date monthly call schedules for all residents during monthly rotations. Coordinates the quarterly evaluation process for providing feedback to the residents and assembles forms according to Residency Review Committee requirements.

Work Schedule: Monday-Friday, 7:30am-4:00pm (Subject to change based on the needs of the Agency)
Telework: This position may be authorized for telework. Telework eligibility will be discussed during the interview process.
Virtual: This is not a virtual position.
Position Description/PD#: Program Support Assistant (OA)/PD3745-A
Relocation/Recruitment Incentives: Not Authorized
Critical Skills Incentive (CSI): Not Approved
Permanent Change of Station (PCS): Not Authorized

Conditions of employment

• You must be a U.S. Citizen to apply for this job
• Selective Service Registration is required for males born after 12/31/1959
• 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 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 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, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/31/2026.

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-7 position you must have served 52 weeks at the GS-6. 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 announcement. In 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-6 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to:

• Serves as "consult coordinator" responsible for coordination of all assigned consults which include, scheduling, discontinuation of duplicate consults, correction of consult errors, handling of no-show consults, ensuring providers have correct information, preparation of consult management reports, contacting patients to schedule appointments, etc.
• Oversee completion of patient care encounters, clinical reports, progress notes, unsigned notes, and other patient care documentation in a timely manner established by his/her supervisor.
• Performs work related to the acquisition and/or development of program information and resource materials/personnel to support the policy development and/or technical activities of section.
• Assists in the acquisition, development, and/or scheduling of program resource materials and personnel, such as hard copy and computer-based brochures and reports, agency staff and/or volunteer personnel, and/or needed program equipment such as telephones, computers and printers, fax machines, etc.
• Monitors all aspects of the operating programs and makes recommendations to improve or modify methods for disseminating information to intended audiences.
• Maintains an orderly and adequate level of program supplies.
• Prepares IT requests for the Section for computer hardware, software, remote access, telephones, telemedicine equipment, equipment moves, etc.

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

• Critical Thinking
• Computer Skills
• Attention to Detail

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.

Note: A full year of work is considered to be 35-40 hours of work 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 a week spent in such employment.

Physical Requirements: The work is primarily sedentary, although some slight physical effort may be required. However, there may be some walking, standing, bending, carrying of light items (paper, books, small parts), or driving an automobile, etc. No special physical demands are required to perform the work.

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/.

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.

Narrative responses are not required at this time. If you are referred for consideration, you may be asked to submit additional job related information, which may include, but not limited to; responses to the knowledge, skills and abilities; completion of a work sample, and/or contact for an interview. Your resume and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect your rating or consideration for employment.

The Department of Veterans Affairs performs pre-employment reference checks as an assessment method used in the hiring process to verify information provided by a candidate (e.g., on resume or during interview or hiring process); gain additional knowledge regarding a candidate's abilities; and assist a hiring manager with making a final selection for a position.

For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document.

Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion. The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement. Management may use any one or any combination of these methods to fill the position.

It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

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

• Resume
• SF-50/ Notification of Personnel Action

The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please make sure you have included other documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), documentation to support Veterans Preference claims, or ICTAP/CTAP documentation (for displaced Federal employees). You will not be contacted for additional information.

• Cover Letter
• Other (1)
• Performance Appraisal
• Resume
• Separation Notice (RIF)
• SF-50/ Notification of Personnel Action

SF-50, Notification of Personnel Action (if applicable for Time in Grade and/or Eligibility):

• Most recent SF-50 if you are a current or former Federal employee
• An SF-50 showing 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 announcement. In this instance, you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade
• Award 50's do not provide sufficient information and will not be accepted for the purpose of verifying time-in-grade.
• Examples of appropriate SF-50's include:
  • Within grade increases at the highest grade held; or
  • Promotions with an effective date more than one year old; or
  • SF-50's at the highest grade held with an effective date more than one year old.

Next steps