Program Support Assistant

Veterans Health Administration•Ann Arbor, MI

25d•Onsite

About The Position

This position is located in the Health Professions Education Office (HPEO) at a VA medical facility. It provides administrative and program support to help the HPEO meet the academic mission of the Veterans Health Administration and requirements established by the Office of Academic Affiliations and HPEO accrediting bodies. The office is aligned under the Associate Chief of Staff for Education, Designated Education Officer, who reports to the Chief of Staff. The role supports office operations, human resources processes, planning, budgeting, accreditation activities, program administration, data management, and meetings. The work includes coordinating support for paid and without-compensation health professions trainees and other stakeholders in a complex health care system. The position is not virtual; the schedule is 8:00 a.m. to 4:30 p.m., Monday through Friday, with ad hoc telework. The work is sedentary, with occasional walking, standing, bending, and carrying light items.

Requirements

U.S. citizenship is required.
For GS-06 qualification, one year of specialized experience equivalent to at least GS-05, including knowledge and skill in office automation and VHA software or automated systems; use of computers, software, databases, and automated systems; gathering, organizing, and maintaining information; and knowledge of policies and procedures relating to executive correspondence, travel, procurement, fiscal matters, and human resources.
For GS-07 qualification, one year of specialized experience equivalent to at least GS-06, including office automation and VHA systems; use of computers, software, databases, and automated systems; information gathering and records management; detailed knowledge of policies and procedures for executive correspondence, travel, procurement, fiscal matters, and human resources; planning, coordinating, and executing business functions and resource allocation; knowledge of federal travel regulations; knowledge of human resources laws and policies; and skill with information management and analysis software, spreadsheets, graphics, presentations, and flowcharting software.
Current federal employees and qualifying former federal employees must meet applicable time-in-grade requirements: 52 weeks at GS-05 for GS-06 consideration or 52 weeks at GS-06 for GS-07 consideration.
Applicants relying on the VA Interchange Agreement must have served continuously for at least one year in the other merit system under that agreement.
Complete all required application steps, including the online assessment.
Selected applicants must complete a background/security investigation and online onboarding. Tentatively selected applicants for testing-designated positions are subject to urinalysis; refusing testing results in denial of VA employment.
Selective Service registration is required for males born after December 31, 1959.
Participation in the seasonal influenza vaccination program is required for VA health care personnel.
A one-year probationary period is required.
No educational substitution is available at this grade level.
The work is sedentary; no special physical demands are required.

Responsibilities

Provide technical and administrative guidance to support efficient operations and stakeholder satisfaction.
Prepare and track documents and correspondence, coordinate actions, and close action items.
Anticipate operational obstacles and take or recommend steps to prevent them from interfering with objectives.
Assist management and supervisors with human resources processes, including position descriptions, job analyses, performance plans and appraisals, training requests, TMS administration, and draft disciplinary or adverse actions.
Provide required documents within established timeframes for position management, hiring actions, FTE requests, and performance appraisals.
Provide administrative orientation and training to new HPEO employees.
Support strategy development and planning; identify consistent information sources; assess management processes and techniques; and assist with administrative improvements and program documents for personnel matters.
Organize logistics for review processes, accreditation reviews, and site visits, and track outcomes.
Monitor, report, and act on suspense items, accreditation standards, needs assessments and surveys, and budgetary requirements to facilitate performance measure goals.
Assist with formulating and executing budget estimates, updating budget spreadsheets for briefings, and supporting allocation of HPEO operating accounts.
Support administrative tasks and processes for oversight of paid and without-compensation health professions trainees and others associated with the health care system.
Provide administrative support for development of HPEO programs.
Prepare facility-level executive briefings and decision materials, Office of Academic Affiliations documents for signature, reports, and other materials as directed.
Manage and maintain electronic files and program data in SharePoint and shared drives.
Support data collection, data entry, and financial analysis; participate in program office budget discussions.
Coordinate special projects, including collecting and compiling information on administrative or support issues and preparing draft reports, recommendations, and presentations.
Use data about trainees’ learning environments and educational experiences to support HPEO management’s advocacy for changes when needed.
Assist in verifying full accreditation of HPEO programs and processing program letters of agreement, trainee qualification and verification letters, and educational activity records for renewal, signatures, and filing.
Plan or support conferences, workshops, and meetings; draft agendas and ensure working papers and reports are ready for presentation.
Prepare and distribute approved agendas, preparation materials, and meeting minutes.
Oversee logistics and preparation for HPEO meetings, including scheduling, materials, travel and lodging arrangements, and special events.
Perform other duties and responsibilities as necessary.