Program Support Assistant

Program Support Assistant 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, edits 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 US Department of Veterans Affairs