The incumbent will serve as the Program Support Assistant for Ambulatory Care Management Team (ACMT) which is comprised of the Associate Chief of Staff (ACOS), Deputy Associate Chief of Staff (DACOS), Administrative Officers (AO), Associate Chief Nurse (ACN), Clinical Nurse Managers, and other management staff within the Ambulatory Care continuum. The incumbent will provide comprehensive administrative technical, and supportive expertise for the ACMT as well as medical providers and staff.

Duties

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 Sharepoint. Understands the importance of accurately routing any correspondence, reports, memorandums appropriately from the service line to the Medical Center Director for approval. Maintains partnerships with and serves as a liaison for 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 Ambulatory Care Service employees to ensure appropriate and correct menus/keys are assigned for system access. Completes other necessary ADPAC duties as assigned and attends monthly ADPAC meetings. Serves as the Personal Identity Verification (PIV) Sponsor for Ambulatory Care Service employees. Incumbent will submit YourIT 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. Calendar Management and Office Coordination 20% Incumbent will help manage either the ACOS, DACOS, ACN, or AO's calendar. He/she will coordinate and schedule Primary Care 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 Ambulatory Care metrics. Serve as the recorder and transcriber for Primary Care staff meetings. Time and Attendance Program Management: 15% Monitors and reports time and attendance. Tracks, logs, and reports on a variety of time and attendance (T&A) and Special Pay categories requiring the use of unrelated methods, practices, and procedures. Prepares tracking system and logs hours reported such as overtime pay, premium pay, and other special pay determinations, for the supervisor's use and planning. Ensures the service level email for the late and sick call phone line is sent timely to the Ambulatory Care Service Managers and Supervisors daily. Work with Providers to ensure Time memoranda is completed accurately and signed timely. Other duties will include training the employees on the proper techniques for accurately entering leave requests. Ensures staff are adherent and compliant to the time and leave policy; maintains the service level tracking reports for reference. Performs routine, analytical, and complex assignments that supports the Ambulatory Care Service (e.g., timekeeping, correspondence, record keeping, report development, policy compliance, etc.) Personnel Records and Credentialing 15% The incumbent will serve as a back-up for managing and keeping six-part folders for Ann Arbor Primary Care clinicians updated. Review personnel folders on a recurring basis to ensure all required documentations are compliant and current. Ensures all BLS/ACLS renewals, physician internal medicine licensures are updated annually. Sends notification reminders to clinical staff and supervisors to obtain updated license renewals and certifications. May provide administrative support with human resources recruitment/staffing efforts, coordinate credentialing packets and competency folders. Assist service Chiefs with processing, tracking, and routing signed Focused / Ongoing Professional Practice Evaluations to Credentialing Service twice per year for further processing. Work Schedule: Monday - Friday, Varies: 6:30am-3:00pm, 7:00am-3:30pm Position Description Title/PD#: Program Support Assistant/ 92990-0 Telework: Not Authorized Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized PCS Appraised Value Offer (AVO): Not Authorized Financial Disclosure Report: Not Required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/04/2023. 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-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. 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/. You may qualify based on your experience as described below: Grade Requirements GS-07: 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:Providing administrative support to a team, including but not limited to time keeping, receiving and screening phone calls, filing, taking minutes, arranging travel, maintaining appointment calendars, coordinating meetings, conference calls, and ordering supplies. Using various Microsoft Office programs, database programs and office equipment. Assisting in departmental problem solving and planning alternative solutions. Preparing reports, assisting in planning, reviewing and reporting data, and statistical results. You will be rated on the following Competencies for this position: Attention to DetailCommunicationCustomer Service (Clerical/Technical)Decision MakingIntegrity/HonestyInterpersonal EffectivenessManages and Organizes InformationTeamworkTechnical CompetenceWriting Physical Requirements: 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. 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. 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/.

Education

There is no educational substitution at this grade level.

Contacts

• Address Ann Arbor VA Medical Center 2215 Fuller Road Ann Arbor, MI 48105 US
• Name: Justin Pongtornwatchakorn
• Phone: 2162091252
• Email: [email protected]