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

Duties

Provides technical and clerical assistance to the Section Chief of their assigned Section(s). Because of the nature of responsibilities associated with this position, 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 assistant and secretary to their assigned section(s). Performs secretarial duties for professional staff upon request. Performs administrative duties and serves as secretarial/support personnel for the Section Chief(s) and Clinical Nurse Manager(s). 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 Medicine Service Administration Office to help assure clinical staff receive their credentialing renewal packets and that completed packets are returned to C&P Office or Medicine Administration Office, as appropriate. Has knowledge of Medicine information system package in order to assist Section Chief(s) and Nurse Manager(s) with reports. Verifies data in said reports and devises new procedures, when necessary, to solve problems of obtaining and transferring information. Screens in-person and telephone inquiries using sound judgement and knowledge to provide accurate information and answer substantive questions regarding operations of the section(s). Has complete knowledge of the service word processing programs including ability to make minor adjustments when problems arise. Is able 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 with administration policies and procedures. Reviews and controls incoming and outgoing correspondence. Uses own initiative in responding to correspondence from other services and outside sources and composes non-technical documents for review and signature. Independently drafts memos for the Section Chief(s) and Clinical Nurse Manager(s). Screens, sorts and distributes mail service-wide. 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. 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 Resident Training Program between University of Michigan, Education Service and assigned section(s). Prepares appropriate personnel paperwork and other documentation for their appointments, promotions and terminations. Updates and makes appropriate changes for the Faculty and Resident manual for Medicine Service each academic year. Coordinates these changes with other sections. Is responsible for preparing staff meeting agendas for Section Chief(s) and Clinical Nurse Manager(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. Monitors open encounters and follows up with clinical staff daily to ensure closure within a timely manner. Serves as an ADPAC for their assigned section(s). Completes all required trainings, seeks out and shares additional knowledge through building relationships with other sections and services. Serves as the TMS coordinator for their assigned section(s). Performs other related duties as assigned. Work Schedule: 20 hours per week, TBD Compressed/Flexible: Available Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD92204O Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved 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, 01/02/2024. 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. 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-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 clerical and process management operations in the following areas: Performs administrative duties and serves as secretarial/support personnel. Screens in-person and telephone inquiries. Timekeeping, accurately maintaining timecards, overtime/compensatory authorizations and leave records. Preparing staff meeting agendas. You will be rated on the following Competencies for this position: ClericalCommunicationsManages and Organizes Information 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. Preferred Experience: Previous MSA or PSA experience. Physical Requirements: The work is primarily sedentary. Typically, the employee may sit comfortably to do the work. However, occasional walking, standing, bending, carrying light items such as reports, or files is required. No other special physical demands are required to perform the work. Work is in an office/clinic environment. Work requires prolonged periods of sitting and work at a computer workstation. 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: Jessica Kidd
• Phone: 734-596-3177
• Email: [email protected]