Program Support Assistant

Veterans Health Administration

Ann Arbor, MI

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JOB DETAILS

SKILLS

Administrative Management, Administrative Skills, Ambulatory Care, Calendar Management, Consulting, Customer Support/Service, Data Analysis, Data Collection, Department of Veterans Affairs, Dermatology, Detail Oriented, Documentation, Editing, Federal Government, File Maintenance, Government, Healthcare, Human Resources, Information Technology & Information Systems, Leadership, Legal, Long-Term Care, Management Consulting, Medicine, Nursing Management, Onboarding, Operations Security (OPSEC), Outpatient Care, Peace Corps, Physical Demands, Registered Nurse (RN), Regulations, Regulatory Compliance, Reporting Skills, Team Player, Technical Support, Training/Teaching, Trend Analysis, United States Citizen, Vaccination, Veterans Health Information Systems Technology Architecture (VISTA), Volunteer Experience, Word Processing, Workplace Issues, Writing Skills

LOCATION

Ann Arbor, MI

POSTED

Today

Summary

The incumbent will serve as the Program Support Assistant for Ambulatory Care Service, LTC Charles S. Kettles VAMC. In this capacity, the position will administratively support the Sub-Specialty Sleep and Dermatology Clinics located at the Green Road offsite location in Ann Arbor. The incumbent provides expert and independent administrative, technical, and clerical support to the Director, Sleep Clinic, Chief of Dermatology, and to the Registered Nurse Manager at the Green Road location.

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Duties

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MAJOR DUTIES AND RESPONSIBILITIES

Prepares, processes, and reviews internal and external correspondence materials covering subjects of a program/administrative nature to include but not limited to, reports, memoranda, letters, etc., and understands the importance of accurately routing any correspondence to the appropriate party/parties for signature(s)/approval. Independently composes memoranda for Chiefs, Sleep and Dermatology Clinics, and/or RN Manager as required.

Responsible for specialized and complex work encompassing such issues as the workplace environment, information management, and other duties related to overseeing the administrative management of Sleep Clinic and Dermatology Clinic operations. Other administrative duties include data gathering, analysis, tracking, trending, and reporting independently; interactions with veterans, their families and representatives, writing, reports and controlled correspondence and action items, and other duties as assigned.

Clinic Calendars/Correspondence/OPPE:25%

The incumbent is responsible for the following: independently managing the calendars for the Chief, Sleep clinic, Chief, Dermatology clinic, and RN Manager as requested; creating and editing clinic profiles as needed with the Clinic Profile Team; routing, assigning actions and logging data of correspondence, receiving/reviewing/responding to incoming mail; performing a variety of Word processing assignments, maintaining a suspense file of all correspondence and action items. Incumbent assists the Chief, Dermatology on a semi-annual basis to conduct the Staff OPPE and FPPE reports, as directed.

ADPAC Duties: 20%

Acts as a liaison between Sleep Clinic, Dermatology Clinic, and 01& T Service as it pertains to Service specific information and systems. Serves as a primary ADPAC with processing Electronic Permission Access System (EPAS) requests for employees within the Service, as well as YourlT requests; will also provide back-up support to other team members under Ambulatory Care Services as needed. Completes quarterly and/or 180-day reviews of Sub-Specialty Medicine employees to ensure VISTA keys are correct and appropriate for system access. Completes other necessary ADPAC duties as assigned and attends monthly ADPAC meetings. Serves as the Personal Identity Verification (PIV) Sponsor for the Service. Incumbent will submit YourlT 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.

Workload Reports/Incomplete Encounters:

Assists the clinical staff in tracking incomplete encounters, Encounter Action Required reports for such, on a weekly basis, and works with the individual residents, physicians, and clinic leadership as necessary to correct the incomplete encounters.

Assists in tracking the appointment management of outpatient consults to the Sleep and Dermatology clinics on a weekly basis, including timing of consult receipt, review, appointment, and completion. Works with Sleep, Dermatology, and RN Manager leadership as necessary to improve efficiency and achieve compliance with performance standards. Makes projections of clinic workload and backlog based upon clinic backlogs, capacity, and throughput, and prepares recommendations and reports to clinic leadership on the adequacy of clinic staff and capacity.

Timekeeper Duties: 10%

Incumbent serves as primary timekeeper, which includes responsibility for preparing, submitting, and maintaining time and attendance records. Completes all audits necessary from Fiscal Service. He/she will abide by the timekeeping rules and regulations set forth by the Ann Arbor VA Healthcare System Payroll Office, and reports discrepancies to the supervisor.

Serves as a point-of contact for developing and validating the All-Employee Survey (AES) workgroups, encouraging participation, and assisting with the submission of action plans as required.

Complete Position Description #92918-0 available upon request.

Work Schedule: Monday - Friday 7:30am to 4:00pm

Virtual: This is not a virtual position.

Position Description/PD#: Program Support Assistant/PD929180

Relocation/Recruitment Incentives: Not Authorized

Critical Skills Incentive (CSI): Not Approved

Permanent Change of Station (PCS): Not Authorized

Requirements

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Conditions of employment

You must be a U.S. Citizen to apply for this job
To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job.
Selective Service Registration is required for males born after 12/31/1959
Physical Requirements: The work required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment. A pre-placement physical examination is not required.
Subject to background/security investigation
Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements ( Effective May 7, 2025, driver's licenses or state-issued dentification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment.
Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP)

As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider:

your performance and conduct;
the needs and interests of the agency;
whether your continued employment would advance organizational goals of the agency or the Government; and
whether your continued employment would advance the efficiency of the Federal service.

Upon completion of your probationary period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 05/22/2026.

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-06 position you must have served 52 weeks at the GS-05. 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. Award SF-50'sdo not show the required information.

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.

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: Experience that equipped the applicant with the particular knowledge, skills, and abilities (KSA's) to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled. To be creditable, specialized experience must have been equivalent to at least the next lower grade level. Applicants who have the 1 year of appropriate specialized experience, as indicated in the table, are not required by this standard to have general experience, education above the high school level, or any additional specialized experience to meet the minimum qualification requirements.

You will be rated on the following Competencies for this position:

Accountability
Attention to Detail
Customer Service
Decision Making
Flexibility
Integrity/Honesty
Interpersonal Skills
Learning
Reading Comprehension
Reasoning
Self-Management
Stress Tolerance
Teamwork

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 mainly sedentary. There is some walking, bending, lifting and carrying of light objects.

Work Environment: The work is performed in a normal office setting.

For more information on these qualification standards, please visit the United States Office of Personnel Management's website at

Education

There is no educational substitution at this grade level.

Additional information

Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.

Reasonable Accommodation (RA) Requests: If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application. Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case-by-case basis. If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision. You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments if you received the link after the close of the announcement. To determine if you need a RA, please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments.

Receiving Service Credit for Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed.

This job opportunity announcement may be used to fill additional vacancies.

The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at

Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution.

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A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.

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Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.

About the Company

Veterans Health Administration

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