Job opening: Program Support Assistant
Salary: $51 453 - 66 888 per year
Published at: Aug 11 2023
Employment Type: Full-time
The Ann Arbor VA Medical Center is recruiting for a Program Support Assistant in Ambulatory Care Service. The Program Support Assistant provides a variety of administrative, clerical, and analytical support duties directly for the Ambulatory Service and its affiliates which is comprised of the Associate Chief of Staff (ACOS), Deputy Associate Chief of Staff (DACOS), Administrative Officers (AO), Associate Chief of Nurse (ACN) and Clinical Nurse Managers.
The duties of this position include but are not limited to:
Administrative, Clerical and Analytical Support
Compiling data or information from files for continued audit readiness and for ensuring that the medical center meets the requirements of all policies and procedures as it pertains to the assigned clinical medical sections.
Manipulating information from databases and presenting those findings.
Developing spreadsheets, understanding, preparing and reviewing database formulas, as well as storing information and preparing reports
Utilizing a computer and software packages including VISTA, VATAS, Microsoft Word, Excel, Outlook, Publisher, Access and PowerPoint to produce a variety of documents, reports, and graph presentation.
Assisting the supervisory management analyst with specific clinical section projects including compiling access data, preparing business meetings, reviewing labor mapping, physician productivity.
Managing data entry, creating and printing reports, changing forms as necessary, and printing statistical reports.
Maintaining records related to provider, nursing, and administrative competencies within their assigned clinical section(s).
Reviewing competency documents closely to ensure proper completion.
Working closely with the Office of the Chief to ensure all clinical competency documents are maintained and filed within appropriate personnel folders.
Ensuring on-call schedule is completed timely, correctly and is submitted to the designated representative in the Office of the Chief.
Reports and Project Support
Providing both technical and administrative support to the assigned clinical section chief(s), supervisory management analyst and the administrative officer.
Communicating with service chiefs, supervisors, and their staff on Medicine-related issues that are within the incumbent's scope of knowledge.
Assisting in planning for continued audit readiness, by keeping necessary materials and documentation current.
Disseminating materials and information to keep the medical center staff informed of current issues and regulatory body standards as well as process changes.
Directing confidentiality of all Medicine-related documents in accordance with laws governing these documents.
Determining the equipment required to implement new software packages and coordinating these requirements with the appropriate staff within their assigned clinical section(s).
Acting as the ADPAC who is responsible for the employees in the service and for any/all VISTA software packages related to assigned service(s).
Ordering equipment/materials as needed, obtaining stock numbers, sources, and other necessary information, and working with Supply Chain Management staff to complete appropriate forms.
Ensuring all equipment on the specified electronic inventory lists (EILs) is appropriately inventoried each year via electronic inventory program through Logistics Service.
Reconciling any discrepancies with Logistics leadership.
Reading, interpreting, and applying directives and instructional material pertaining to administrative practices and procedures to be aware of new, revised, or amended procedures for such matters as preparation and processing of correspondence, filing, mail procedures, security procedures, and matters pertaining to the duties and responsibilities of the supervisory management analyst.
Work Schedule: Monday - Friday; 8:00am - 4:30pm; exact tour negotiable with supervisor upon selection.
Telework: Yes - as determined by the agency policy.
Virtual: This is not a virtual position.
Position Description/PD#: Program Support Assistant/PD92262A
Relocation/Recruitment Incentives: Not Authorized
Permanent Change of Station (PCS): Not Authorized
Financial Disclosure Report: Not required
To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 08/31/2023.
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-07 position you must have served 52 weeks at the GS-06. 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.
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: https://www.opm.gov/policy-data-oversight/hiring-authorities/competitive-hiring/.
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.
In addition to meeting time in grade you must also 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-06 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to:
Providing administrative and logistical support, knowledge of a personal computer, including the capabilities, operating characteristics and functions of various communications software, spreadsheet, word processing, and slide presentation software, Pulling access, utilization, and clinical productivity data, Conducting office management processes, English grammar, spelling, punctuation, and proper VA correspondence formatting, participating in Joint Commission and other regulatory body
manuals/standards and processes as they apply to performance improvement, Practicing and following rules and regulations regarding confidentiality, privacy, and information security, collecting, selecting, organizing, and providing information in
oral and/or written form. This involves telephone conversation, electronic mail, reports, on-line databases, customer assistance/service.
Education: There is no educational substitution for experience at this grade level.
You will be rated on the following Competencies for this position:
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 Requirements: The work is sedentary. The work requires long periods of time utilizing and computer and data entry.
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/.
There is no educational substitution at this grade level.
- Address Ann Arbor VA Medical Center
2215 Fuller Road
Ann Arbor, MI 48105
- Name: Orlando Lang
- Phone: 314-593-1729
- Email: [email protected]