The Program Support Assistant provides administrative support to the assigned section(s) within Anesthesiology, Perioperative and Pain Medicine Service. The individual interfaces with both internal customers within their sections(s), as well as external customers within the Service, other services throughout the hospital, and outside the organization.

Duties

Clerical and Administrative Support Duties: 100% Duties: The incumbent provides management assistance in Anesthesiology, Perioperative and Pain Medicine Service. The incumbent provides technical and clerical assistance to the Service Chief and Section Chief of their assigned Section(s). Because of the nature of responsibilities associated with this position, the incumbent is often required to exercise independent judgement in responding to inquiries and management actions requiring immediate attention. More specifically, the incumbent performs the following duties: Serves as program support assistant with some secretarial duties to their assigned section. Performs support duties for professional staff upon request of the Supervisor. Performs administrative support duties upon request of the Supervisor. Serves as program support contact for personnel of the service Is responsible for documentation and initiation of paperwork necessary for professional staff, Consultants and Attendings, and Fellow appointments to the clinical staff for presentation to the Professional Standards Board. Responsible for working with the Credentialing and Privileging Office via the Service Administration Office to help assure clinical staff receive their credentialing renewal packets and that completed packets are returned to C&P Office. Responsible for timely completion and submission of all C&P requirements, such as Quarterly Internal Control, Provider Profiles Signature Page, Provider Termination Memos, Annual Review of Privileges, BLS/ACLS certifications, and OPPE/FPPE forms. Tracks not-to-exceed (NTE) appointments and works with Section Chief(s), Administrative Officer, and HR to renew such appointments. Maintains contact with University of Michigan officials and other contractors to ensure contract staff are completing annual mandatory training requirements for lower level information. Seeks solutions to problems that may arise in connection with physicians' and contract staffs' appointments (payroll, timekeeping and HR type of duty). Has complete knowledge of the service word processing programs including ability to make minor adjustments when problems arise. Ability to use the equipment for reports, memoranda, or any written materials generated by the professional staff, and other supervisory personnel. Is able to edit materials for proper format, spelling, punctuation and in keeping up with administration policies and procedures. Serves as primary timekeeper, accurately maintaining timecards, overtime/compensatory authorizations and leave records. Is responsible for maintenance of staff employee records. Maintains accurate file of employee addresses and phone numbers and notifies appropriate departments of any changes. Produces organizational charts and functional statements as required on an annual basis utilizing this information. Independently produces accurate chart of irregular tours-of-duty and Emergency Call Back schedule as required for the Chief of Staff as staffing changes occur. Coordinates continuing education activities with the ACOS/Education. When necessary, makes travel arrangements including the preparation of travel forms, requests for advanced funding or tuition reimbursement. Is responsible for preparing staff meeting agendas for the Service Chief and Section Chief(s), meeting notices to staff, scribing minutes of meetings, obtaining Section Chief's signature on finalized minutes, and posting or communicating minutes as appropriate. Assists various professional personnel in the preparation of special forms for use within the service, i.e., worksheets, scheduling forms, OPPE/FPPE, etc. Receives and monitors open encounter emails and follows up with clinical staff daily to ensure closure within a timely manner. Performs other related duties as assigned. Work Schedule: Monday - Friday, 7:00am - 3:30pm Telework: Not Authorized Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD93221A Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Authorized Permanent Change of Station (PCS): 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, 11/29/2023. 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-6 position you must have served 52 weeks at the GS-5. 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 and/or education as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-5 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Timekeeping, accurately maintaining time cards, overtime/compensatory authorizations and leave records, maintaining employee records, six-part employee files, preparing monthly meetings for staff, and chief of the department and performs duties as a control point clerk. You will be rated on the following Competencies for this position: CommunicationsComputer SkillsCritical ThinkingCustomer Service (Clerical/Technical)Technical Competence 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 incumbent's work is mostly sedentary. However, some walking, standing, bending and carrying light items is required. 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.

Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.

Contacts

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