Program Support Assistant
What you'd do
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.
Major duties
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
What you need to qualify
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..
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