Program Support Assistant

Veterans Health Administration • Ann Arbor, MI

24d • Onsite

About The Position

The Program Support Assistant performs general and complex office and clinic work in support of the Radiation Oncology Service, as assigned by the Radiation Oncology Service Chief and Administrative Officer. The role develops and carries out systems for required reporting, including identifying recurring reporting needs, validating report information, and responding promptly to special requests. Reports include data required for Continuous Quality Improvement Committee and APEx Radiation Oncology Accreditation activities, such as machine downtime, patient census, treatment types, delays, missed treatments, and morbidity and mortality information. The incumbent presents data in forms such as trending graphs and produces reports from the ARIA Oncology Information System for clinical staff.

The position processes correspondence, reports, records requests, and referrals; supports residents and the nurse practitioner with VA agency referrals and Community Care coordination; and serves as an EHRM Superuser who assists staff with training and resources. It provides administrative and public-contact support, including handling calls and visitors, sharing routine procedural information, and screening communications for staff and supervisors.

The assistant manages calendars, appointments, meetings, conferences, and group-room schedules, and coordinates office and workspace use. The role obtains and monitors office supplies, services, and equipment; serves as Control Point Clerk for the designated service fund control point; uses the purchase card program and IFCAP system; tracks orders and billing; maintains purchase and inventory records; and coordinates equipment needs and requests. It also enters employee education and training data, distributes reports, serves as primary timekeeper for two T&Ls and alternate timekeeper for other services, and assists with human-resource support, workload, and document preparation.

This is an onsite, sedentary office position with a Monday–Thursday schedule of 7:30 a.m.–4:00 p.m. and a Friday schedule of 7:00 a.m.–3:30 p.m. Occasional travel may be required. The work environment is an office, meeting, and training-room setting with ordinary workplace risks and normal safety precautions.

Requirements

• One year of specialized experience equivalent to at least the GS-06 level, involving a wide variety of transactions, problems, or situations within a program or functional specialty.
• Ability to work independently, apply a general understanding of expected outcomes and assignment scope, resolve difficult situations using experience, and exercise considerable independent judgment.
• Applicants who are current or former Federal employees subject to the time-in-grade requirement must have 52 weeks at GS-06 for a GS-07 position by the announcement closing date.
• Applicants must be eligible under the VA Interchange Agreement, including at least one year of continuous service in the other merit system, where applicable.
• U.S. citizenship is required.
• Selective Service registration is required for males born after December 31, 1959.
• Must complete the application, questionnaire, and required online assessment.
• Must undergo a background/security investigation and complete the online onboarding process.
• Must participate in the seasonal influenza vaccination program as a Department of Veterans Affairs Health Care Personnel employee.
• Must serve a one-year probationary period.
• Must submit required SF-50 documentation to establish time-in-grade eligibility when applicable.

Responsibilities

• Develop and execute systems for required reports, validate report information, and respond to recurring and special reporting needs.
• Prepare and present Radiation Oncology reports, including accreditation and quality-improvement data, trending graphs, and reports from the ARIA Oncology Information System.
• Process incoming and outgoing correspondence, reports, records requests, and related materials.
• Assist residents and the nurse practitioner with VA agency referrals, records requests, and Community Care coordination.
• Serve as an EHRM Superuser and assist staff with related training and resources.
• Coordinate administrative activities and provide public-contact support, including scheduling, referring, and contacting staff, agency personnel, and members of the public.
• Answer and screen telephone calls, refer visitors, provide routine office and procedural information, and route matters requiring staff or supervisor attention.
• Maintain calendars and appointment schedules; arrange interviews, meetings, conferences, and related administrative details.
• Maintain schedules for group rooms and facilitate office and workspace utilization.
• Obtain and monitor office services, supplies, and equipment, and coordinate equipment needs and approved requests.
• Serve as Control Point Clerk for the designated Radiation Oncology Service Fund Control Point and use the purchase card program and IFCAP system.
• Track and receive orders, reconcile billing, update the local purchase tracking database, and maintain accurate inventory location and condition records.
• Enter employee education and training data and distribute related reports to supervisors and employees.
• Serve as primary timekeeper for two T&Ls and alternate timekeeper for other services.
• Assist administrative staff with human-resource management requests, workload, and document preparation.
• Perform other duties as assigned.

Benefits

• Federal employees receive access to a comprehensive benefits package; specific benefits depend on position type and eligibility.
• VA may grant credit for job-related non-federal experience or active-duty uniformed military service when determining annual leave accrual, subject to prior request and approval.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed