The Battle Creek VA Medical Center is recruiting for a Program Support Assistant (PSA). The Program Support Assistant will function under Medical Service.

Duties

The Program Support Assistant provides expert administrative, technical, and clerical support to the Associate Chief of Staff (ACOS) for Medical Service under the direction of the Administrative Officer (AO). Duties include but are not limited to: Reviews reports, actions, and correspondence prepared for signature notating errors and submitted to management for correction prior to presentation. Reviews outgoing correspondence for proper attachments or consolidating/ coordinating submittal of information. Coordinates closely with respective section heads and managers to make sure that correspondence meets the necessary format and criteria. Reviews documents requiring coordination or signature by the ACOS for conformance with regulations, grammar, and punctuation; and returns such documents to originator for correction when not in conformance with policies and guidance. Responsible to compose in final forms replies to both internal and external communication. Drafts letters of acknowledgment to personnel, for special accomplishments and services provided. Maintains calendar/schedule for ACOS. Briefs ACOS prior to appointments or calls and provides required reference material. Independently greets, interviews, and screens all telephone calls and visitors to include federal, state, and local officials, university administration and faculty, community hospital executives, external review organization officials, staff, patients, and families. Maintains daily suspense; tracks actions items, maintains spreadsheets and tracks all action items to completion. Prepares agendas, notifies participants, prepares minutes and arranges other matters, as appropriate. Is responsible for requesting, collecting, and summarizing input from clinical services for completion of surveys/reports for external agencies, drafts Medical Center responses. Prepares meeting minutes/agendas for several Medical Service committee meetings to include the Medical Service Staff meeting, All PACT meeting, Primary Care ICC Subcommittee, Provider. Change Request meeting, and others as assigned. Independently tracks, enters, maintains policies, memorandums, agendas, and minutes into automated information systems. Maintains and updates skill levels on all MS Office software. The incumbent maintains log of all documents required for all accreditations to include minutes, reports, and certifications. Provides supports and assistance about clerical and correspondence issues. Develops, maintains, and monitors integrated reporting systems affecting programs throughout the service with functions and operations that are extensively interrelated. Communicates information to management for effective evaluation of program operations and milestones. Creates and prepares reports for Medical Service based on facts that gathered, these can be operational issues such as procedural weaknesses or service response time, or equipment maintenance histories or failure rates, etc. Provides clerical assistance to the Administrative Officer (AO), Primary Care Manager, Management & Program Analyst, Program Specialist and Primary Care Management Coordinator during the absence of respective administrative support. Serves as a liaison between the Service and all Medical Center Service Chiefs and programs for a variety of routine clerical matters, and independently performs a variety of routine clerical functions. In addition, the incumbent will provide clerical support to regular routine office operations including serving as a receptionist, supply ordering, preparation of correspondence, transcribing meeting minutes, etc. Work Schedule: Monday-Friday 8am-430pm Telework: This position may be authorized for telework ad-hoc at supervisor's discretion. Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD91923O 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, 03/20/2024. 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 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: Providing administrative and technical assistance of day-to-day operations within an office, preparing and reviewing documents and reports, preparing agenda and meeting minutes. You will be rated on the following Competencies for this position: Attention to DetailClericalCommunicationsComputer SkillsCustomer Service (Clerical/Technical)Information ManagementManages 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. Physical Requirements: The work is primarily sedentary, with some light lifting and walking to other areas of the Battle Creek VA Medical Center. There are no special physical qualifications, but the position involves carrying light items such as binders, reports, files and pushing of light office equipment and wheeled office furniture. There is a certain amount of stress related to the position because of the myriad of duties and the volume of correspondence and other material processed. 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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.

Contacts

• Address Battle Creek VA Medical Center 5500 Armstrong Road Battle Creek, MI 49037 US
• Name: Shawn Hinen
• Phone: (260) 258-4168
• Email: [email protected]