Program Support Assistant

Program Support Assistant

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