Program Support Assistant

Job Title: Program Support Assistant

The Program Support Assistant will perform a variety of duties, including but not limited to the following:

• Ensure that each sub-specialty possesses the equipment, supplies, and resources necessary to successfully fulfill its mission.
• Provide senior leadership with data-driven findings, assessments, and recommendations aimed at improving operational effectiveness and efficiency.
• Manage procurement actions for supplies and equipment at both the facility and VISN levels, ensuring compliance, fiscal responsibility, and timely acquisition.
• Maintain and update a comprehensive equipment lifecycle plan for all major assets within the service.
• Serve as the primary budget and finance coordinator for the service, responsible for the full scope of budget formulation, justification, execution, and ongoing financial oversight.
• Develop and submit annual budget requests, preparing supplemental funding requests, conducting detailed financial reporting, and ensuring full compliance with fiscal regulations and organizational policies.
• Responsible for monitoring annual budget execution, making necessary adjustments, reallocating resources to meet clinical and operational priorities, and submitting resource management requests for funding, space, and other essential needs.
• Prepares detailed budget reports and formulates new requests based on comprehensive financial analyses and productivity data, presenting these findings to senior leadership with clear justification and evidence-based recommendations.
• Evaluate the financial impact of equipment and supply acquisitions, disposals, and upgrades, as well as the implications of new or revised programs within the service.
• Review historical expenditure patterns, operational trends, and utilization data to develop projections, prepare budget justifications, and integrate validated requests into a coordinated and comprehensive service-line budget forecast.
• Collaborate closely with the service's Administrative Officer to prepare, manage, and monitor all service-related contracts and purchased services.
• Draft detailed Statements of Work (SOWs) for contracted healthcare services, reviewing and evaluating proposals for technical adequacy and cost effectiveness, and overseeing the Contracting Officer Representative (COR) functions for all service contracts.
• Ensure that contract execution aligns with budget availability, workload requirements, and operational priorities by maintaining accurate and up-to-date information on the service's current budget and resource allocations.
• Evaluate contract performance, identifies potential risks or deficiencies, and recommends corrective actions to ensure high-quality service delivery and fiscal stewardship.
• Serve as the Equipment Inventory Listing (Ell) specialist for the service, responsible for conducting monthly, quarterly, and annual equipment inspections across three operational sites: Austin, Temple, and Waco, Texas.
• Collaborate closely with Supply Chain Management (SCM) and Prosthetics and Sensory Aids Service (PSAS) to coordinate and manage all equipment and supply needs, including telehealth technology, and ensures that all requests are properly submitted, documented, and processed through the appropriate supply and distribution channels.
• Review, prioritize, and approve equipment requests for the service, exercising delegated authority to determine operational necessity, validate alignment with clinical priorities, and sign all required procurement and request forms in a timely manner.
• Perform periodic equipment reviews and inventories to confirm safe operation, identify deficiencies, and support decisions regarding upgrades, replacement cycles, or decommissioning.
• Work closely with Specialty Care subspecialties to assess equipment needs, determine required resources, and support the prioritization of purchases essential to maintaining access to care and the delivery of high-quality healthcare services to Veterans.
• Ensure that all Specialty Care programs maintain the equipment readiness necessary to support uninterrupted clinical operations and optimal patient outcomes.

Work Schedule: Monday - Friday, 8:00am - 4:30pm

Position Description Title/PD#: Program Support Assistant/674-013570

Virtual: This is not a virtual position. Telework Eligible: Yes - Ad hoc only

Relocation/Recruitment Incentives: Not Authorized

Critical Skills Incentive (CSI): Not Approved

Permanent Change of Station (PCS): Not Authorized

Physical Requirements: The work is primarily sedentary; however, occasional physical activity may be required when troubleshooting equipment and peripheral devices. The position may involve periods of standing and walking throughout the facility and associated outlying buildings. On occasion, the PSA may be required to stoop, lift, or move boxes-up to a maximum of 50 pounds-containing training materials, computer software, or computer equipment.

US Department of Veterans Affairs