Program Assistant Jobs in Medford, OR (NOW HIRING)

Summary
The Program Support Assistant (OA) position is located in the Office of the Mental Health Service line at the VA Southern Oregon Rehabilitation Center and Clinics at White City, Oregon. The primary purpose of the position is to provide program and administrative support to the Administrative Officer.
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Duties
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The Program Support Assistant (OA) provides technical and program support on all administrative and management functions including but not limited to: planning, programming, assessments, inspections, budgeting, training, data processing, personnel, equipment, property and logistics management, reporting and general office management. The Program Support Assistant (OA) is responsible for tracking financial, personnel, supply, contracting, procurement and other administrative transactions for the department.
Major duties include but are not limited to:

• Assists with personnel management functions in recruitment and staffing, incentive awards, employee relations, and training.
• Prepares various personnel action and recruitment forms to be submitted to human resources.
• Performs necessary research related to human resources management issues.
• Makes recommendation to the AC in projecting staffing plans, appraisals, and training requests.
• Maintains service organizational chart and functional statements/position descriptions.
• Prepares and monitors various workload and cost reports.
• Analyzes each cost item pertaining to labor, training, travel, space requirements, equipment, pay estimates for contractors, supplies, purchases, etc., to determine proper sequence required for each action.
• Develops monthly variance reports and submits to the Administrative Officer for review and approval.
• Coordinates the submission of reports of survey, budgets, management briefing, and other similar reports from the subunits.
• Monitors fiscal resources of the organization, assisting the Administrative Officer in projection.
• Prepares requests for replacement or new equipment with appropriate justifications.
• Maintains office equipment, prepares requests for repair, and processes documents necessary for payment.
• Serves as the focal point in the office for processing training requests.
• Schedules and monitors program meetings, to include development and communication of agendas and minutes.
• Assists the AO with studies of quality improvement, manpower, space, and equipment utilization.
• Assists management and technical subject matter experts in various subunits with collecting data and metrics that are leveraged within a variety of operational reports that support the program and/or the combined organization's routine needs.
• Establishes protocols for incoming data, organizes computerized data sets, and retrieves computerized data.
• Performs work related to the acquisition and/or development of program information and resource materials/personnel.
• Identifies and conducts special project needs.
• Establishes, implements, and monitors control and filing systems for documents, pending actions, and completed actions.
• Maintains calendars and schedules meetings/appointment.
• Assists with the planning, coordination, and implementation of special event activities and development of informational handouts, brochures, and guideline materials.
• Interprets VA administrative policies, assists in developing or implementing local policies, defining administrative requirements and/or providing advice to management on related issues.
• Provides general clerical public contact support services such as answering the telephone, referring visitors, or providing information about the office, its functions, and standard operating procedures, as well as similar information.
• Processes incoming and outgoing materials such as correspondence, reports, emails, memoranda, and other forms of written communication.
• Performs other related duties as assigned.

Work Schedule: Monday - Friday, 8:00am to 4:30pm PST
Telework: Not authorized.
Virtual: This is not a virtual position.
Position Description/PD#: Program Support Assistant (OA)/PD902260
Relocation/Recruitment Incentives: Not authorized.
Critical Skills Incentive (CSI): Not approved.
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: The work required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment. A pre-placement physical examination is not required.
• 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 (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). 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)

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 within 30 days of the closing date of this announcement, 08/17/2026.
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: Performing clerical/administrative duties in an office environment; managing, compiling and tracking data; analyzing data using qualitative and quantitative techniques; providing guidance and support to operating programs; preparing correspondence, reports, memoranda, and other forms of written communication; utilizing office automation software and maintaining files.

NOTE: 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.
Proficiency Requirement: In addition to meeting experience requirements, applicants must be able to type 40 words per minute. Applicants may meet these requirements by passing the appropriate performance test, presenting a certificate of proficiency from a school or other organization authorized to issue such certificates by the Office of Personnel Management local office, or by self-certifying their proficiency.
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.
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.
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.
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 http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/.
Special Employment Consideration: VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities [i.e., intellectual disabilities, severe physical disabilities, or psychiatric disabilities], and/or Disabled veterans with a compensable service-connected disability of 30% or more. Contact the Agency Contact for information on how to apply under this appointment authority via the Selective Placement Coordinator.
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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.
Benefits
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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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Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.