Program Support Assistant

Veterans Health Administration

Saginaw, MI

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JOB DETAILS

SKILLS

Administrative Skills, Budget Management, Customer Support/Service, Data Analysis, Data Entry, Data Management, Department of Veterans Affairs, Documentation, Documentation Review, Federal Government, Funding, Government, Health Plan, Healthcare, Healthcare Administration, Human Resources, Legal, Meeting Minutes, Microsoft Office, Office Equipment, Onboarding, Operations Security (OPSEC), Order Supplies, Organizational Skills, Patient Assessment, People Management, Performance Analysis, Performance Metrics, Physical Demands, Policy Development, Progress Reports, Project/Program Coordination, Record Keeping, Regulations, Reimbursement, Reporting Skills, Service Delivery, Social Work, Standard Operating Procedures (SOP), Statistical Programming Languages, Statistics, Systems Maintenance, Telephone Skills, Telephone Triage, Time Management, United States Citizen, Vaccination, Veterans Integrated System Network (VISN)

LOCATION

Saginaw, MI

POSTED

1 day ago

Summary

This position is assigned to the Caregiver Support Program (CSP) and serves as the Program Support Assistant to the CSP. The incumbent functions as a program and administrative assistant to the Caregiver Support Coordinators which are located across Aleda E. Lutz VA Medical Center. This position is within Social Work service.

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Duties

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VA Healthcare System Serving Ohio, Indiana and Michigan (VISN 10) advocates for a Whole Health System of care in each of the Medical Centers. This is an approachto healthcare that empowers and equips people to take charge of their health and well-being and live their lives to the fullest. As an employee operating in a Whole Health System of care, you will operate in a model with three core elements, seeking to create a personalized health plan for each Veteran. This is done in the context of healing relationships and healing environments and a connection back to the Veteran's community. This aligns with the Veterans Health Administration (VHA) Mission Statement to Honor America's Veterans by providing exceptional health care that improves their health and well-being.

Duties include, but are not limited to:

Program Development and Support 35%:
- Coordinate and implement a comprehensive outreach initiative designed to facilitate the delivery of services to caregivers and their Veterans at their respective locations.
- Serves as the first point of contact and subject matter expert regarding questions about the program, coordination of referrals, building community partnerships, caregiver utilization, data reporting, and any other administrative support tasks required to support the program at the facility level.
- Provides resources and referrals to Veterans and caregivers, who are seeking caregiver support services, regarding program services, concerns, appeals of decisions and ratings.
- Provides guidance on the appeals process and advises on whether or not the Veteran and caregiver followed the proper steps at their local facility.
Data Management and Reporting 25%:
- Locates, organizes, develops and reports on all data for performance measures and reports this data to the care team weekly, and to the Caregiver Support.
- Assists in the planning, review, and reporting of data/statistical results of program/project studies; performs basic analysis of the data and generates a variety of reports; coordinates incoming data from a variety of sources, reviews documents and reports for omissions and inconsistencies, and ensures data entry is complete and accurate.
- Enters pertinent data into an automated tracking system and maintains program-specific data in automated systems to track suspense on items such as project milestones, progress reports, accomplishments, compliance strategies, etc.
Administrative Support 25%:
- Performs telephone triage and brief assessment - assists Veterans, families, medical center staff and community agency personnel who are seeking Caregiver Support services.
- Screens all calls and visitors for the CSP, answering most questions on established policy or routine matters.
- The incumbent ensures timely response to team members that potentially have an emergent or urgent care need through prompt identification of the problem and appropriate team referral.
Budget Management 15%:
- Design and maintain a tracking system for the Caregiver Support Respite Program expenditures and referrals. Track quarterly Bene-Travel cost, track all PCAFC quarterly visits, and maintain record of all associated reimbursement costs.
- Track and report monthly and annual CSP funding for assigned program fund control points.
- Prepare yearly funding requests.

Work Schedule: Monday-Friday, 8:00am-4:30pm

Virtual: This is not a virtual position.

Position Description/PD#: Program Support Assistant/PD932620

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 identification 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 or 2-year trial 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, 06/30/2026.

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-07 position you must have served 52 weeks at the GS-06. 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-06 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to:
- Provide administrative support to a team, including but not limited to time-keeping, receiving and responding to phone calls, emails, and other messages, using electronic filing systems, taking minutes, and ordering supplies.
- Use various Microsoft Office programs, online database programs, and office equipment.
- Prepare reports, assisting in planning, reviewing and reporting data.
- Follow SOPs, directives, and other training, ensuring work is compliant with regulatory procedures.

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

Smoke-free Facility: All Department of Veterans Affairs facilities are smoke-free. Patients, visitors, and employees are not allowed to smoke in or near any facilities or on the grounds.

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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