Summary The Program Support Assistant provides administrative support to the assigned section(s) within the Clinical Access Management Service (CAMS). The individual interfaces with both internal customers within their sections(s), as well as external customers within CAMS, other services throughout the hospital, and outside the organization. Responsibilities MAJOR DUTIES AND RESPONSIBILITIES Duties: The incumbent provides management assistance in CAMS. In particular, the incumbent provides technical and clerical assistance to the Service Chief, Director of Outpatient Scheduling, and senior leadership of assigned Section(s). Because of the nature of responsibilities associated with this position, the incumbent is often required to exercise independent judgment 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 the Service Chief and Director of Outpatient Scheduling. Performs secretarial duties for leadership staff upon request. Performs administrative duties and serves as secretarial/support personnel for Service Leadership. Is responsible for documentation and initiation of paperwork as necessary and directed by the Service Chief and Director of Outpatient Scheduling for professional staff in CAMS Leadership Office, as appropriate. Responsible for timely completion and submission of all action items, memorandums, timesheets (primary & secondary timekeeping), labor mapping, ADPAC (ePAS as well as 180 day review), etc. as well as the management of calendar appointments for both Service Chief and Administrative Officer. Screens in-person and telephone inquiries using sound judgment and knowledge to provide accurate information and answer substantive questions regarding operations of the service. Refers inquiries to appropriate personnel in various services when unable to provide requested information. 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 leadership 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 to include but not limited to mail parcels and interoffice communication. Uses own initiative in responding to correspondence from Ann Arbor PSA PD# 91894-0 other services and outside sources and composes non-technical documents for review and signature. Independently drafts memos for the Service Chief and Director of Outpatient Scheduling. Screens, sorts and distributes mail service-wide with the coordination with authorized points of contact for pick-up or delivery. Serves as primary timekeeper for Leadership T&L(s) as well as secondary timekeeper for subordinate T&Ls, accurately maintaining timecards, overtime/compensatory authorizations and leave records to include but not limited to maintenance of T&L Delegation of Authority (DOA) Documentation. Assists service Leadership of monitoring service Call-out line as well as quick and frequent communication of unexpected staff shortage to service supervisors so appropriate coverage may be immediately determined. Is responsible for maintenance of staff employee records. Maintains accurate file of employee addresses and phone numbers and notifies appropriate departments of any changes. 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. Performs other related duties as assigned. Complete Position Description available upon request: Ann Arbor PSA PD# 91894-0 Work Schedule: Monday - Friday 7:30am to 4:00pm Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD91894-0 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Authorized Permanent Change of Station (PCS): Not Authorized Requirements 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 (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). 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, 04/27/2026. 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's do 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 https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/. 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. 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 http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/. T-5 (CTAP) Eligibility requirements: Are you a current federal employee displaced from the agency hiring for this position? If yes, confirm: you are located in the same local commuting area of the vacancy; AND, you are applying to a specific vacancy at or below your current grade level with no greater promotion potential than your current position; AND, your last performance rating of record is at least fully successful or the equivalent. To verify your eligibility, you must submit supporting documentation such as a Reduction in Force (RIF) separation notice or a Proposed Removal/Separation notice to include your latest performance rating (if the notice does not have this information included, you must submit a copy of your most recent performance appraisal) and a copy of your latest Notification of Personnel Action, Standard Form 50.
