Program Support Assistant

Job Title

Program Support Assistant

Administrative Operations Support

Serve as central contact for the Patient Advocate Office; provide information and prepare responses.

Maintain service chiefs' calendars; manage mail, calls, and visitors.

Prioritize and distribute mail; screen calls/visitors and answer inquiries.

Schedule appointments/meetings based on office priorities.

Manage paperwork, track correspondence, and ensure timely follow-up.

Serve as primary timekeeper: post leave, submit premium pay requests, audit timecards, and resolve exceptions.

Maintain departmental files, VA regulations, reports, and suspense documents.

Protect PHI/PII; follow all privacy, security, and HIPAA protocols.

Participate in meetings and stay current on VA policies and required training.

Monitor and order office supplies; maintain organized inventory.

Coordinate office systems, provide staff training, and resolve workflow issues.

Route complex concerns to appropriate staff; communicate details clearly.

Identify workflow issues and suggest process improvements.

Compile, analyze, and submit scheduled and nonscheduled reports.

Summarize inquiries, identify key information, and prepare follow-up actions.

Clerical Duties and Data Collection

Greet and assist patients, families, and visitors; determine urgency of inquiries.

Provide navigation and information support; promote a positive, patient-centered environment.

Handle distressed callers with professionalism; triage and route concerns appropriately.

Enter patient feedback into PATS-R daily; ensure accuracy and generate reports as requested.

Assist Section Chief with required reports and compile workflow charts, staffing data, and organizational documents.

Prepare charts, graphs, and narrative information using Microsoft Office.

Perform other duties as assigned.

Work Schedule: Monday - Friday 7:30 a.m. - 4:00 p.m.

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/ PD013410

Relocation/Recruitment Incentives: Not Authorized

Critical Skills Incentive (CSI): Not Approved

Permanent Change of Station (PCS): Not Authorized