Management Assistant

Summary

This position performs a variety of administrative and support functions for the Biomedical Engineering and Maintenance and Operations (M&O) sections of the Facilities Management Service at VA Ann Arbor Healthcare System (VAAAHS). The incumbent is required to work under minimal supervision and resolve problems associated with the work above Facilities Management sections.

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Duties

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Duties Include:

• Responsible for work order management for these sections, sub-sections and in support of the Maximo program. Upon initiation or receipt of a work order, the incumbent will review it and any accompanying plans, materials lists, etc.
• Consult with the Supervisor of M&O, Biomed, or Engineering on scope of work, if necessary.
• Assign and distribute work orders to sections based on description of work to be performed, available manpower, equipment, and material.
• Contacts requester to gather additional information as required.
• Check progress on work orders by listing from computer, evaluates the effectiveness of each section or job as required to identify areas requiring improvement and provides written reports to the Supervisor of M&O, Biomed or Engineering.
• Develops equipment, utility failure and quality management reports such as preventative maintenance completion rates, total number of work orders received/ mining, retrieval and sorting to obtain necessary information for reports and format printouts.
• Receives, schedules, refers and contacts staff members of VAAAHS and persons outside of the agency ranging from other government agencies to the public.
• Maintaining appointment calendars, schedules appointments, coordinates meetings and/or schedules conferences.
• Data Management for the M&O, Biomed and Engineering sections.
• Serve as the secondary Contracting Officer's Representative (COR) on service contracts within M&O and Biomed sections.
• Assists the Administrative Officer with budget development and monitoring of fund control points maintained by M&O and Biomed Sections.
• Responsible for maintaining budgetary controls over fund control points assigned.
• Responsible for the Decision Support Systems for reporting for M&O, Biomed and Engineering sections for every employee to correct cost center, budget object code and percentage of time allocated to insure accurate cost allocation.
• Serve as the primary purchase card holder for the M&O an Biomed sections.
• Provides approving official with all pertinent purchase card documents for approval by the same and maintains documentation as required for 6 years
• Responds to management's needs for improved databases, data analysis, and more efficient reporting methods by determining ways to apply computer capabilities to appropriate work records and administrative operations.
• Determines where to obtain data or how to develop data, analyses and presents summaries including graph and charts.
• Coordinates special studies/projects as delegated by M &O, Biomed and Engineering sections leadership to resolve process problems identified by management.
• Meets the needs of customers while supporting VA missions, consistently communicates and treats customers (veterans, their representatives, visitors and all VA staff) in a courteous, tactful and respectful manner.
• Processes incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written communication.

Work Schedule: Monday-Friday, 7:30am to 4:00pm

Virtual: This is not a virtual position.

Position Description/PD#: Management Assistant/ PD81000A

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 ( 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, 08/31/2026.

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-07 position you must have served 52 weeks at the GS-06. The grade may have been in any occupation, but must have been held in the Federal service.

• NOTE: You must submit a copy of your most recent personnel action/SF50 . Additionally, 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.

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:

You may qualify based on your experience and/or education 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: Working experience with clerical and administrative duties; customer service; planning and accomplishing a variety of difficult and complex work assignments; receives, reads and reviews all incoming correspondence and determining appropriate action; collecting, compiling and tracking data and information; processing documents and reports; establishing, updating and maintaining office files and records; experience conducting analytical reviews; providing a broad range of administrative program support and assists with a wide range of clinical, clerical, budget and timekeeping requirements; knowledge of the FPPE/OPPE process; knowledge of credentialing and privileging providers; preparation of purchase orders and reconciliation of invoices and discrepancy/dispute resolution as a purchase card holder; uses various software systems (excel, word and outlook); uses devices such as computers and printers to fully do one's job; and uses various forms and formats to complete administrative requirements.

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 primarily sedentary, although some physical effort will be required. Incumbent must be able to move independently through the hospital. Must possess visual and hearing acuity to communicate with both staff and patients. Must be able to manipulate keyboard and use a personal computer. Must be able to communicate orally. Must also be able to carry at least 15 lbs.

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 Federal/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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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.