Program Support Assistant

Summary 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. The incumbent works under the supervision of the Administrative Officer who oversees daily operational throughput for the service. Responsibilities MAJOR DUTIES AND RESPONSIBILITIES: Office Management and Administrative Support Duties 50% Prepares correspondence covering subjects of a program/administrative nature, both internal and external and obtains the appropriate signature(s). Processes incoming and outgoing materials such as reports, memoranda, letters, and other forms of communication. Reviews, edit and composes 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 Share point. Understands the importance of accurately routing any correspondence, reports, memorandums appropriately from the service line to the Medical Center Director for approval. Maintains 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 coordinates activities, answers inquiries, and provides information as needed. Serves 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. Completes other necessary AD PAC duties as assigned and attends monthly ADPAC meetings. Serves as the Personal Identity Verification (PIV) Sponsor. Incumbent will submit YourlT system requests for VA-issued equipment (e.g., laptops, cell phones, and other small devices). He/she will also be responsible for submission of work / service orders via MAXIMO or other designated systems. Incumbent serves as a primary timekeeper, which includes responsibility for preparing, submitting, and maintaining time and attendance records. Completes all audits necessary from Fiscal Service. He/she will 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. Incumbent will provide support and assist with the receipt, distribution, tracking and reporting of Patient Advocate Tracking System-Replacement (PATS-R), VISN, and Congressional action suspense. The incumbent is required to use sound judgment and diplomacy in notifying services to determine the status of delinquent responses prior to due dates. Serves as the Talent Management System (TMS) Administrator. Processes all validation requests. Runs appropriate TMS reports to ensure all mandatory training is completed in a timely manner and informs appropriate supervisory staff of any deficiencies. Serves as a Travel Liaison and assist staff with education and travel requests submission via Concur or other designated system. Serves as a Records Liaison. Organizes and maintains an annual file plan and system for appropriate documentation retention records (i.e., Circulars, Bulletins, Information Letters as well as department-wide committee meeting minutes, 6-part folders, etc.). Makes copies of all outgoing correspondence; ensures files and material are available as a source of reference. Performs routine office duties, including responding to and referring telephone calls and visitors to the appropriate areas, sorting and disseminating incoming mail and email. Calendar Management and Office Coordination 20% Incumbent will help manage either the ACOS-COM's calendar. He/she will coordinate and schedule meetings, trainings, interviews, and special conferences for the chiefs, administrators, and nursing leadership staff. Ensures appropriate space, equipment, and timely notifications are coordinated and distributed prior to meetings. Assists with the collection and compilation of performance improvement data pertinent to metrics. Serves as the recorder and transcriber for staff meetings. Time and Attendance Program Management: Full Position Description (PD#92990-0) Available upon request. Work Schedule: Monday - Friday 8:00am to 4:30pm Telework: This position may be authorized for Ad-hoc telework Only. Eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD92990-0 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved 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, 07/23/2026. 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 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: Experience that equipped the applicant with the particular knowledge, skills, and abilities (KSA's) to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled. To be creditable, specialized experience must have been equivalent to at least the next lower grade level. Applicants who have the 1 year of appropriate specialized experience, as indicated in the table, are not required by this standard to have general experience, education above the high school level, or any additional specialized experience to meet the minimum qualification requirements. The position requires the services of a fully qualified typist. The position requires knowledge of word processing or other software tools to produce a wide variety of documents. The position requires knowledge of grammar, spelling, punctuation, and document formatting. You will be rated on the following Competencies for this position: Accountability Attention to Detail Customer Service Decision Making Flexibility Integrity/Honesty Interpersonal Skills Learning Reading Comprehension Reasoning Self-Management Stress Tolerance Teamwork 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. 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 Demands: The work is primarily sedentary in an office setting. However, some walking, standing, bending, and carrying of light objects (such as papers, books, office supplies) is required. Work Environment: The work is carried out in an office setting, which is adequately heated, cooled, and ventilated. The work environment involves everyday risks or discomforts and requires normal safety precautions typical of meeting rooms and offices. Occasional travel by any means of government or public transportation may be required.. 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. 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