Program Assistant

Summary

The VA Northeast Ohio Healthcare System is recruiting for a Program Assistant. The Program Assistant will function within the Community Outpatient Service at the Independence - Specialty Care Services.

Duties

Duties include, but are not limited to: Analyze data and perform statistical calculations and developing reports using medical center programs/databases. Analyze the efficiency of reports and advise and analyze workflow within Outpatient Specialty Care COPS Management office. Collects and analyzes data which identifies the need for programmatic enhancements. Provide program guidance and development of employees within the service to ensure understanding and compliance with programs used to monitor the completion of the workload. Collect, compile and track statistical information in support of program operations of substantial technical complexity. Formulates, presents, executes, and analyzes organizational program measures. Evaluates trends and determines compliance with agency guidelines. Gathers information for assigned programs and reviews formulations and workload analysis submissions. Works in collaboration with COPS Specialty management team to resolve issues when problem areas are recognized. Maintains calendars, prioritizes appointments, and coordinates meetings in support of the service. Assembles necessary materials and provides materials to participants prior to meetings/appointments. Responsible for the administrative creation and maintenance of agendas, meeting minutes, calendars, and updates to SharePoint and/or shared drives. Performs administrative work in support of daily operations within the program. Compiles and analyzes facts, develops plans and performs extensive coordination. Prepares comprehensive reports with findings and recommendations based on varied management and administrative considerations and data analysis. Directs administrative support services to ensure that inquiries, correspondence and actions for the department are addressed appropriately. Reviews and evaluates completed staff actions (memos, reports, studies facts sheets, information papers) for overall quality of the document, consistency, logic, soundness of recommendations and compliance with policy. Provides information concerning available training, arranges for instruction, prepares reports, and helps facilitate courses for COPS Specialty Services while understanding the mission behind each training session/module. Plans and/or accomplishes special projects. Uses standard approaches to perform a variety of duties related to special projects involving administrative and/or support issues. Performs other duties as assigned. Work Schedule: 07:30am-04:00pm or 08:00am-04:30pm, Monday-Friday Compressed/Flexible: Not Available. Telework: Not Authorized. Virtual: This is not a virtual position. Position Description/PD#: Program Assistant/PD924370 Relocation/Recruitment Incentives: Not Authorized. Permanent Change of Station (PCS): Not Authorized.

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/05/2026. 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-7 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: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-06 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Experience gained in a Clerical or Administrative Support environment in a medical setting. Providing administrative support, operating a personal computer, and using a computer to process and analyze data. Sorting and processing incoming correspondence. Coordinating with others between various units and offices to accomplish work related projects. Analyzing workflow to determine potential problem areas and making recommendations to correct. Proofreading documents for grammatical errors. Assisting managers in evaluations of operating program characteristics. Analyzing and interpreting routine information. You will be rated on the following Competencies for this position: Manages and Organizes Information Problem Solving Analytical Reasoning 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 mostly sedentary. It will occasionally require carrying of light objects such as files, books and papers; some walking, standing and bending. No special physical demands are required to perform work. There may be a certain amount of mental strain due to time constraints and frequent reviews and reports. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/.

Education

There is no educational substitution at this grade level.