Program Support Assistant

Program Support Assistant

Department: Department of Veterans Affairs

Location(s): Martinsburg, West Virginia

Salary Range: $51957 - $67543 Per Year

Job Summary: This position is located within the Pathology and Laboratory Medicine Service, VAMC Martinsburg, West Virginia, and is the primary administrative transcription support for the department. The incumbent of this position also provides support within the Pathology and Laboratory Medicine Service and will also be call upon by the Chief of Pathology and Laboratory Medicine Services, Laboratory Manager, Administrative Officer, and Supervisors to assist with projects falling.

Major Duties:

• The purpose of the work is to provide administrative/transcription and management support to the Pathology and Laboratory Medicine Services, to include but not limited to data compilation and collection, preparation of reports, program support and administrative assistance. Based on a good working knowledge of the organization under the supervisor's guidance the incumbent resolves problems associated with administrative and transcription work of the program. The incumbent provides a complete range of program support which includes customer service coordination, data compilation and collection, transcription of pathology reports, monitors and compiles data from local facility to meet the goals and program guidelines for the service. Duties include but are not limited to: Administrative Assistance for Anatomic Pathology Case Management: 50% Provides assistance to professional and other staff members. Performs proficient clerical and transcription support ensuring appropriate administrative processes are maintained. Maintains accurate paper and electronic files of cases. Compiles regular and special reports including minutes when requested. Retrieves and files slides/blocks. Receives specimens into the lab and verifies all patient information is correct on specimens, logs, dates, ad time stamps SF515, in addition to placing specimens in the appropriate area for grossing Performs transcription for two Staff Pathologist and Section Chief. Processes accessions cases. Creates work orders. Maintains accurate paper and electronic files of cases. Scans repots into Vista Imaging. Inputs supportive documentation in Vista. Patient Tracking/Data Base Maintenance: 25% Responsible for tracking of all veteran patient anatomic referrals. Maintains and manages databases which contain a wide variety of Veteran specific information. Ensures that all information is up to date and complies with routing reports which are required by VISN and the Medical Center Director. Performs a variety of administrative duties, including but not limited to assisting with supplies, inventory, coordination of events, maintain records, arrange contractor visits, telephone coverage, arranging government transportation and various other administrative duties. Data Collection & Tracking Support: 15% Performs work involving the collection, compilation and/tracking of data and statistical information in support of the organizations program operations. Establishes protocols for incoming data, organizes computerized data sets and retrieves computerized data. Assists in basic analysis of data and generates a variety of reports. Coordinates incoming data from a variety of sources. Reviews documents, reports and ensures data entry is complete and accurate. Prepares reports, including patient reports, to assist with compliance monitoring for completion of the Pathology and Laboratory Medicine Services which are reported to the facility as well as network leaderships. Correspondence Preparation- 5% Prepares, composes or reviews correspondence prepared for the purpose of obtaining or supplying information. Coordinator int he preparation of policy memoranda and other correspondence generated within the Pathology and Laboratory Medicine Services. Performs all necessary clerical/administrative functions for the smooth operation of Pathology and Laboratory Medicine Services. Maintains Appointments, Calendars, Meeting Minutes and Schedules: 5% Schedules appointments for potential interview candidates, facility tours, maintenance work, and board appointments for Staff Pathologist. Coordinates meeting and/or conference. Provides general calendar maintenance clerical services such as maintaining calendars and recording appointments, arranging for meeting and small conference administrative details, or following up on action items with appropriate staff members independently. PERFORMS OTHER RELATED DUTIES AS ASSIGNED Work Schedule: Monday - Friday; 9:00AM - 5:30PM Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD251650 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not approved 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, 03/09/2026. 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-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: Skill in applying analytical and evaluative techniques to the identification, consideration, and resolution of issues or problems of procedural or factual nature. Advanced knowledge and skills in operating computer software, to include the ability to extract information from one document into another, format text, merge documents; track finances, and prepare reports. Knowledge of administrative concepts, principles, and practice sufficient to perform duties independently. Screens all calls and visitors, answering most questions and completing most business involving established policy or routine matters without referring to the supervisor. Maintains a variety of files for administrative and professional activities 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/.

How to Apply: Please read the entire announcement and all the instructions before you begin an application. To apply for this position, you must complete the initial online application, to include the initial online questionnaire and submission of the required documentation specified in the How to Apply and Required Documents section. The complete application package must be submitted by 11:59 PM (ET) on the closing date of the announcement to receive consideration. To preview the application questionnaire, click https://apply.usastaffing.gov/ViewQuestionnaire/12900209. The application process is as follows: To begin, click Apply Online to create a USA JOBS account or log in to your existing account. Follow the prompts to select your USA JOBS resume and/or other supporting documents. Answer the questions presented in the application and attach all necessary supporting documentation. Click the Submit Application button prior to 11:59 PM (ET) on the announcement closing date, 03/09/2026. If you are required to complete any USA Hire Assessments, you will be notified after submitting your application. The notification will be provided in your application submission screen and via email. The notification will include your unique assessment access link to the USA Hire system and the completion deadline. Additionally, in USAJOBS you can click "Track this application" to return to your assessment completion notice. Access USA Hire using your unique assessment link. Access is granted through your USAJOBS login credentials. Review all instructions prior to beginning your assessments. You will have the opportunity to request a testing accommodation before beginning the assessments should you have a disability covered under the Rehabilitation Act of 1973 as amended. Set aside at least 3 hours to take the USA Hire Assessments; however, most applicants complete the assessments in less time. If you need to stop the assessments and continue later, you can re-use your unique assessment link. NOTE: Your responses to the USA Hire Assessments will be reused for one year (in most cases) from the date you complete an assessment. If future applications you submit require completion of the same assessments, your responses will be automatically reused. Visit the USA Hire Applicant Resource Center for practice assessments and assessment preparation resources at https://support-usahire.opm.gov/hc/en-us. To update your application, including supporting documentation: During the announcement open period, return to your USAJOBS account, find your application record, and click Edit my application. This option will no longer be available once the announcement has closed. To view the announcement status or your application status: https://help.usajobs.gov/how-to.Your application status page is where you can view your application status, USA Hire assessment completion status, and review your notifications sent by the hiring agency regarding your application. Beginning September 27, 2025, Federal agencies will only accept resumes up to two pages in length to comply with the Merit Hiring Plan. Resumes longer than two pages will result in ineligibility for further consideration for the position. USAJOBS will not allow you to upload or build resumes longer than two pages, and you will need to update the resumes in your profile before applying for a job. Resumes should include information relevant to the knowledge, skills, abilities, and competencies of the position to which you are applying. VA is unable to make assumptions about qualifications if not clearly listed. Resumes must be legible so they can be reviewed for eligibility, minimum qualifications and other position requirements listed in the job announcement. Your resume must be 5MB or less. We recommend saving and uploading your resume as a PDF to maintain formatting and number of pages. We also accept GIF, JPG, JPEG, PNG, RTF, TXT, PDF, ODT or Word (DOC or DOCX). We do not accept PDF portfolio files. We recommend using a sans-serif font size like Lato, if available. Other widely available options are Calibri, Helvetica, Arial, Verdana, Open San Source Sans Pro, Roboto or Noro Sans. Make your page margins 0.5 inches. Consider using 14-point size font for titles and 10-point for the main text in your resume. The resume builder can help you create a resume using these recommendations and uses the information in your USAJOBS profile to help you get started. Helpful Hints for Creating a Two-Page Resume: Prioritize most relevant and recent experience Use concise, results focused language Align language from the job announcement Focus on demonstrating skills and competencies Remove outdated or unrelated experience Use the USAJOBS resume builder Additional guidance on this new requirement and resume building tools can be found at https://help.usajobs.gov/faq/application/documents/resume/page-limit.

Application Deadline: 2026-03-09