Program Support Assistant

Summary

Incumbent provides administrative support for the professional mandated functions, nurse recruitment and resource management activities in the nursing service. This position is a direct report to the Nurse Executive and will be located at Oklahoma City VA Health Care System in Nursing, Operations Patient Care Services.

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Duties

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Major duties include but not limited to:

• Types and prepares a variety of letters, memorandums, statistical data, reports, etc. Typing from rough draft or material requires correct spelling and sentence structure to increase clarity and maintain format.
• Assists in the creation of standard operating procedures and maintains data tracking systems for compilations and management of variety of programs within the nursing service as needed.
• Establishes and maintains subject matter files in accordance with the office agency policies and guidelines.
• Works in collaboration with Credentialing to monitor license renewals for APRN, RN and LPN staff members. Notifies staff members of expiring licenses and tracks renewal data.
• Provides administrative support/clerical assistance to the nursing service as needed and functions as liaison with other medical center services.
• Accompany the Nurse Recruiter at hiring events/recruitment opportunities and in speaking with various academic programs to include but not limited to; colleges, universities, student inquiries and other academic related events as needed.
• Tracks on-boarding candidates (Title 38, Hybrid Title 38, and Title 5) data to ensure they have completed VetPro/E-qip and to provide notification if additional follow-up is needed.
• Serves as a touch-point resource for on-boarding candidates from the time they are selected for a position to Nurse employee orientation NEO date when handed off to the manager.
• Works closely with Public Affairs and Marketing on public advertisements to submit request for advertising in magazines and other online/paper platforms to market for open positions, testimonials, and other areas of advertising as required/needed.
• Prepares and duplicates a variety of handouts for interviews, student evaluation conferences, applicant packets, college visits and professional conventions.
• Provide assistance to HR, Occ Health, Credentialing, hiring managers, Nurse Recruiter to promote a seamless onboarding for the candidate.
• Possesses the ability to independently accomplish tasks using computer software and networks including Windows, Word, Excel, PowerPoint, Outlook and applicable HR software.
• Tracks onboarding data to include but not limited to Time to Hire data.
• Screens calls and personally fields calls when the requested information concerns routine and procedural requirements; supplies the requested information when the question concerns information the employee is familiar with or can easily get (e.g. status of reports, suspense dates, procedural requirements).
• Established various filing systems, index retrieval and follow through systems for recruitment and retention data.

Work Schedule: Monday-Friday 7:30 am- 4:00pm

Virtual: This is not a virtual position.

Position Description/PD#: Program Support Assistant/ PD139630

Relocation/Recruitment Incentives: 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 is generally sedentary. 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, 08/26/2026.

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: : Strong foundational knowledge of administrative and office management principles, with the ability to apply them to complex, nonroutine assignments that support leadership and program operations. .Experience providing administrative support in a healthcare, medical, or clinical staffing environment , demonstrating familiarity with the pace and sensitivity of that setting, Experience drafting or processing correspondence (e.g., offer letters, applicant notifications, or status updates). Experience maintaining confidential personnel and/or client records in compliance with privacy requirements. Experience using standard office software (e.g., Microsoft Excel, Outlook) to track data, generate reports, or manage of calendars.

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.