Program Support Assistant

Summary This role is based at the Toledo, Ohio Community Based Outpatient Clinic (CBOC), which is part of the Ann Arbor VA Medical Center. The incumbent will serve as the Program Support Assistant for the Associate Chief of Staff-CBOC Operations Management (ACOS-COM). The incumbent will provide comprehensive technical and secretarial assistance to nursing staff, administrative staff, and medical providers and staff. Responsibilities Major duties of this position will include, but are not limited to: Prepare correspondence covering subjects of a program/administrative nature, both internal and external and obtains the appropriate signature(s). Process incoming and outgoing materials such as reports, memoranda, letters, and other forms of communication. Review, edit and compose correspondence to include but not limited to reports, memoranda, letters, and any correspondence utilizing software such as Microsoft Word, Microsoft Excel, Microsoft Power Point, Microsoft Outlook and Sharepoint, Accurately route any correspondence, reports, memorandums appropriately from the service line to the Medical Center Director for approval. Maintain liaison with key positions in the Medical Center Director and Chief of Staff offices, as well as clinical and administrative services within and external to the medical center. Independently coordinate activities, answer inquiries, and provide information as needed. Serve as a service level ADPAC for processing Electronic Permission Access System (EPAS) requests for employees throughout Ambulatory Care Service; will also provide back-up support to other team members within the service line as needed. Assist with completing 180-day VISTA reviews for employees to ensure appropriate and correct menus/keys are assigned for system access. Complete other necessary ADPAC duties as assigned and attends monthly ADPAC meetings. Serve as the Personal Identity Verification (PIV) Sponsor. Submit YourlT system requests for VA-issued equipment (e.g., laptops, cell phones, and other small devices). Be responsible for submission of work I service orders via MAXIMO or other designated systems. Serve as a primary timekeeper, which includes responsibility for preparing, submitting, and maintaining time and attendance records. Complete all audits -necessary from Fiscal Service. Abide by the timekeeping rules and regulations set forth by the Ann Arbor VA Healthcare System Payroll Office, and reports discrepancies directly to the supervisor. Manage either the Associate Chief Of Staff-COM's calendar. Coordinate and schedule meetings, trainings, interviews, and special conferences for the chiefs, administrators, and nursing leadership staff. Ensure appropriate space, equipment, and timely notifications are coordinated and distributed prior to meetings. Assist with the collection and compilation of performance improvement data pertinent to metrics. Serves as the recorder and transcriber for staff meetings. Work Schedule: Monday - Friday, 08:00am - 4:30pm Telework: Ad-Hoc telework may be approved upon case by case situation. Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD929900 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Authorized Permanent Change of Station (PCS): Not Authorized Requirements 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 ( 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, 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, 08/07/2026. 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-6. 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-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 administrative support duties within a healthcare facility; managing procurement processes to acquire goods and services for an office; utilizing software applications such as word processing, spreadsheets, email, desktop publishing, calendars, databases, and/or graphics programs for automation tasks; collecting, compiling, and tracking data and information; and researching reference materials, regulations, and standards to determine the appropriate actions needed to resolve problems or issues.. 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 Interchange Agreement: Applicants must be eligible under the VA Interchange Agreement, having served continuously for at least one year in the other merit system under this interchange agreement. For more information regarding the VA Interchange Agreement please visit: 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 Veterans Affairs, Veterans Health Administration