Program Support Assistant (OA)

Summary The Program Support Assistant (PSA) for the Psychology Service provides comprehensive administrative support to include coordinating interviews, managing data entry, and onboarding psychologists, residents, interns, peer specialists and psychology technicians. They will serve as the primary assistant to the Chief and Deputy Chief of Psychology along with the Administrative Officer of Mental Health & Behavioral Science at the Miami VA Healthcare System. Responsibilities Duties and responsibilities include, but are not limited to: Serve as Primary support assistant to the Chief and Deputy Chief of Psychology and supporting the Administrative Officer of Mental Health & Behavioral Science. Coordinate and monitor the provision of psychological services across a wide range of clinical areas, including Primary Care, Medicine, Surgery, Mental Health, and Extended Care located in Miami, Broward, and 6 CBOCs. Update and maintain competency binders for psychologists, peer specialists, and psychology technicians, ensuring all documentation is audit-ready and up to date. Coordinate onboarding and offboarding processes by preparing administrative materials, maintaining comprehensive checklists, and ensuring completion of all required steps in collaboration with HR and leadership. Manage workspace allocation, tracking and updating logs, databases, and spreadsheets that support workload, training, office assignments, and credentialing status. Tracks and processes work orders, ensuring timely initiation and follow-through. Maintain and monitor the Equipment Inventory List in support of annual audit requirements, ensuring accuracy, accountability, and compliance with facility standards. Serve as a PIV sponsor, coordinating badge requests and access for staff in accordance with security protocols. Process and track LEAF requests, including furniture, equipment, and key requests, ensuring timely coordination with appropriate services. Ensure procurement processes, including purchases and travel authorizations, are accurate and compliant with VA policy. Maintain control points, manage supplies (including testing materials), and support completion of annual CMR reports. Coordinate consultations, patient referrals, and follow-up for post-discharge care. Serve as the primary secretarial and administrative support to Psychology Service leadership. Manage incoming communication by screening and routing calls, correspondence, and inquiries from Medical Center staff, patients, families, students, and external stakeholders. Coordinate, prepare, and maintain official meeting documentation, including agendas, minutes, and presentations. Work Schedule: 7:30 am - 4:30pm Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant (OA)/PD078910 Requirements 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 ( 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 or 2-year trial 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 or trial 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, 06/03/2026. 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-6 position you must have served 52 weeks at the GS-5. 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-5 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Coordinating meetings and scheduling conferences; Establishing and maintaining an efficient filing and reference system for all files; Using automated data processing equipment to generate a variety of reports; Typing letters, memos, reports, etc. in final form; Processing incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written communication; Establishing priorities and setting deadlines. You will be rated on the following Competencies for this position: Accountability Attention to Detail Clerical Customer Service Customer Service (Clerical/Technical) Decision Making Flexibility Integrity/Honesty Interpersonal Skills Knowledge Management Learning Reading Comprehension Reasoning Self-Management Stress Tolerance Teamwork 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 with some sitting, walking, standing, bending, and carrying of light items such as books, manuals, papers, and charts. 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 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. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. 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. If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement. 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.