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Program Support Assistant

Veterans Health Administration

Oklahoma City, OK

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JOB DETAILS
SKILLS
Administrative Skills, Alliance/Partner Management, Analysis Skills, Budgeting, Cardiology, Clinical Support, Code of Federal Regulations, Communication Skills, Consulting, Customer Support/Service, Data Analysis, Data Collection, Data Management, Data Quality, Department of Veterans Affairs, Direct Response Advertising, Documentation, Establish Priorities, Federal Acquisition Regulations (FAR), Federal Government, Financial Management, Government, Health Science, Healthcare, Hospital, Human Resources, Identify Issues, Interpersonal Skills, Legal, Medical Records, Medical Terminology, Medicine, Onboarding, Operations Security (OPSEC), Organizational Skills, Outpatient Care, Patient Care, People Management, Physical Demands, Problem Solving Skills, Project/Program Coordination, Purchasing/Procurement, Regulatory Compliance, Reporting Skills, Research Grants, Service Line Management, Statistics, Time Management, Time Management Software, Training/Teaching, United States Citizen, Vaccination, Veterans Integrated System Network (VISN), Windows Vista
LOCATION
Oklahoma City, OK
POSTED
2 days ago
Summary

This position works directly for the Specialty Medicine Service Line and supports the Cardiology section. The incumbent will provide full administrative support to the Cardiology Section and outpatient clinics of the Medicine Specialty Service line. The incumbent will operateindependently in carrying out the objectives of Specialty Service line management in support of the Cardiology section's mission of education, research, and patient care.

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Duties

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DIRECT HIRE AUTHORITY: This position is being filled using Direct-Hire Authority (5 CFR 337.205) for this occupation.

Major duties include but not limited to:

  • Effectively collaborate with physicians/medical staff, managers, administrators, Veterans Integrated Service Network (VISN) staff and internal and external stakeholders to gather information/data; research, analyze, validate data and develop reports for the VISN and local management meetings.
  • Direct responding to all inquiries of the cardiology section, gathering information and presenting information for daily functioning of the section.
  • Incumbent will weekly use data reporting systems to ensure appropriate management of assigned sections.
  • Incumbent will daily access data management systems, use the correct sorting methodologies, and gather the information within the consult management to independently review and monitor the consults of the section.
  • Uses independent judgment and knowledge of complex subject matter to administratively complete consults and/or forwards consult to appropriate service for completion whenever required.
  • Incumbent will weekly monitor and identify both Veteran Affairs and University schedules for any discrepancies of call coverage and patient care matters, and daily remedy any identified issues with independent judgment except in most highly complex situations requiring supervisor approval.
  • Analytical thinking and complex analysis to troubleshoot and problem solve are required on a weekly basis.
  • Incumbent must be able to use independent judgment and quickly determine whether information provided is sufficient and in compliance with existing regulations before patient information is given to physicians or other staff members.
  • Incumbent will respond to Customer Service inquiries and responses daily. Being able to exercise a considerable amount of independent judgment, refers patients and staff to appropriate associates for consults, routine and specialty care items, etc.
  • Incumbent provides daily program and administrative support within the service by gathering documents, reports, statistics, information, and data to create concise reports for use by supervisors.
  • Functioning in this capacity requires a comprehensive ability to participate and be responsible for complex problem solving, original planning, service and facility initiatives that have broad encompassing implications.
  • Incumbent is an authorized user of the Government Purchase Card Program. Incumbent regularly processes complex requests for items related to the support of direct patient care.
  • Determines the proper source, initiation and completion of necessary contract of procurement documents for purchase.
  • Comprehensive working knowledge of all aspects of the cardiology section are required to ensure effective care within the section through incumbent's customer service responses. Provides guidance and relevant forms to medical staff for patient qualification to various programs and coordination of care. Coordinates requests/referrals with other Services, Veteran Affairs Medical Centers and facilities nationwide.
  • Determines the proper source, initiation and completion of necessary contract of procurement documents for purchase. Incumbent is responsible for operating, monitoring, retrieving and maintaining all procurements and related data through IFCAP automated procurement program in the VistA system for the station to which assigned.
Work Schedule: Monday - Friday 8:00am - 4:30pm

Telework: This position may be authorized for Ad-hoc telework. Telework eligibility will be discussed during the interview process.

Virtual: This is not a virtual position.

Position Description/PD#: Program Support Assistant/PD131860

Relocation/Recruitment Incentives: Not Authorized

Permanent Change of Station (PCS): 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: Most work is in an office setting. There is some standing, bending, stooping, walking, and carrying of light items to different areas of the medical center and health science campus. Incumbent carries lightweight items not normally weighing more than twenty-five pounds.
  • 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)
  • Per 5 CFR 330.502, general restriction on movement after competitive appointment applies
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, 07/02/2026.

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: Comprehensive knowledge of Medical Service and Cardiology Section operations, policies, clinic functions, schedules, databases, and VA/OU Health Sciences Center procedures, with the ability to train others across staffing, budgeting, planning, research, and data management. Broad understanding of administrative systems including VistA, commercial and third-party software, timekeeping systems, IFCAP purchasing, and federal/VA acquisition regulations, enabling accurate management of financial, physical, and human resources. Ability to coordinate work across multiple services and institutions (VA Medical Center and OU Health Sciences Center), respond effectively to complex administrative and clinical issues, and support one of the facility's largest and most complex clinical sections. Proficient in medical terminology for preparing high-level correspondence, manuscripts, research grants, and journal submissions, and knowledgeable about duties of cardiology staff to assist when needed. Strong communication and interpersonal skills required to interact professionally with veterans, staff, vendors, and national hospital contacts, ensuring smooth operations within cardiology clinics and services. Work has significant impact on Title 5 and Title 38 employees, cardiology service operations, patient care outcomes, and strategic relationships between VA and OU Medical Center, often involving conflicting priorities and tight deadlines.


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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About the Company

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Veterans Health Administration