Program Support Assistant

Summary

The position is located at VA Loma Linda Healthcare System and is under the direction of the Organizational Development. Primary purpose is to provide administrative and technical administration of the Training and Travel Program(s) which includes, but is not limited to, budget administration, registration, training request processing, handling staff complaints/issues, and participating vendor registration issues.

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Duties

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The duties include but are not limited to:

• Verifies both the company and employee vendor status before participation event to ensure all parties are properly vetted and set up within VA Directive 5015 requirements.
• Reviews all entries for an initial review, determining eligibility for Continuing Medical Education (CME) funds, and reviewing company, employee, and vendor information prior to event.
• Ensures purchase order and reimbursement information are uploaded in internal controls and will close the requests.
• Ensures the integrity and effectiveness of the training and travel approval process, contributing to the organizational mission of the VA.
• Provides comprehensive administrative support to both the designated learning officer and education specialist, contributing to the smooth and efficient operations of the service.
• Prepares and reviews detailed reports to identify and resolve discrepancies and working collaboratively with team members and supervisors to promote continuous process improvement.
• Produces reports, communicates pertinent information, and offers timely assistance to meet organizational needs.
• Assists with budget reports, estimates, and justifications, and collaborates with the approving official to monitor and request funds as needed.
• Processes purchase orders and requisitions via the VA's VISTA system, ensuring accuracy and compliance with procurement protocols.
• Coordinates and schedules the use of training facilities, equipment and materials for a large, and diverse training program with special needs and/or logistical problems.
• Coordinates communications, via E-mail, fliers, and other methods to staff, concerning training events, and confirmation of attendance at scheduled training events.

Performs other related duties as assigned.

Work Schedule: Monday through Friday, 7:00am to 3:30pm.

Virtual: This is not a virtual position.

Position Description/PD#: Program Support Assistant/ PD140550

Relocation/Recruitment Incentives: Not Authorized.

Critical Skills Incentive (CSI): Not Approved.

Permanent Change of Station (PCS): Not Authorized.

Requirements

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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, 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.
• 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 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, 08/28/2026.

You may qualify based on your experience and/or education as described below:

• Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-05 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to:

1. Responsible for providing administrative support in addition to travel and training program oversight.
2. Collecting, compiling and tracking data and information.
3. Processing documents and reports for Fiscal (example 1358).
4. Establishing, updating and maintaining office files and records.
5. Performing automation duties using such software applications such as word processing, spreadsheet, electronic mail, desktop publishing, calendar, database and/or graphics; and providing information and customer service.

Note: A full year of work is considered to be 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.

For more information on these qualification standards, please visit the United States Office of Personnel Management's website at

Education

There is no educational substitution at this grade level.

Additional information

Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.

Reasonable Accommodation (RA) Requests: If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application. Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case-by-case basis. If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision. You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments if you received the link after the close of the announcement. To determine if you need a RA, please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments.

Receiving Service Credit for Earning Annual (Vacation) Leave : Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed.

This job opportunity announcement may be used to fill additional vacancies.

The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at

Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution.

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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.

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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.