Program Support Assistant
What you'd do
This role is based at the Toledo, Ohio Community Based Outpatient Clinic (CBOC), which is part of the Ann Arbor VA Medical Center. 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.
Major duties
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
What you need to qualify
To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 08/07/2026. 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. You may qualify based on your experience 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: performing administrative support duties within a healthcare facility; managing procurement processes to acquire goods and services for an office; utilizing software applications such as word processing, spreadsheets, email, desktop publishing, calendars, databases, and/or graphics programs for automation tasks; collecting, compiling, and tracking data and information; and researching reference materials, regulations, and standards to determine the appropriate actions needed to resolve problems or issues.. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/.
Before you apply
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