Program Support Asst (OA)

Veterans Health Administration • Ann Arbor, MI

1d • Onsite

About The Position

The Program Support Assistant performs administrative and clerical functions for the Safety Service at the VA Ann Arbor Healthcare System. Working under minimal supervision, the incumbent resolves office-related problems and provides technical and hands-on assistance to the Chief of Safety Service (Industrial Hygienist), Safety Manager, Green Environmental Management Systems Program Manager, and Safety Technicians. The position supports the facility’s Occupational Health and Safety, Radiation Safety, Industrial Hygiene, and environmental compliance programs.

The incumbent coordinates reports, surveys, briefing materials, and recurring submissions; tracks follow-up actions; maintains safety files and automated information systems; enters safety data and statistics; and analyzes information for reporting and management purposes. The role also supports safety training tracking and preparation, internal and external review programs, committee administration, customer service, automated data processing coordination, and purchasing and supply reporting.

This is an onsite, non-virtual position with a Monday through Friday schedule from 7:00 a.m. to 3:30 p.m. The work is primarily sedentary, but requires movement through the hospital, occasional participation in safety walk-through inspections, keyboard and computer use, oral communication, and the ability to carry at least 15 pounds. Applicants must state their typing speed on their resume and meet a 40-words-per-minute typing proficiency requirement. The position requires U.S. citizenship, a background/security investigation, seasonal influenza vaccination, and a one-year probationary period.

Requirements

• U.S. citizenship.
• One year of specialized experience equivalent to at least the GS-05 level in the normal line of progression for the occupation.
• Knowledge of Safety Service administrative operations and the safety programs under the Supervisor’s jurisdiction.
• Knowledge of the facility’s Occupational Health and Safety, Industrial Hygiene, Radiation Safety, and environmental compliance (GEMS) program areas.
• Knowledge of basic safety principles, policies, programs, procedures, and reporting requirements.
• Ability to prepare, analyze, and interpret charts, graphs, tables, and other safety-program data for management information purposes.
• Typing speed of at least 40 words per minute; the typing speed must be stated on the resume for self-certification.
• Complete all application and assessment steps, including the required online assessment.
• Meet the physical requirements, including independent movement through the hospital, visual and hearing acuity, keyboard and personal computer use, oral communication, and ability to carry at least 15 pounds.
• Complete a background/security investigation and the required online onboarding process.
• Participate in the seasonal influenza vaccination program as required for VA Health Care Personnel.
• Serve a one-year probationary period.
• Selective Service registration is required for males born after December 31, 1959.

Responsibilities

• Coordinate the accurate and timely preparation of reports, surveys, and briefing materials for the facility’s Safety Program.
• Follow up across the organization to ensure materials are submitted on schedule, monitor pending items, and initiate follow-up actions.
• Maintain a monitoring and evaluation system for safety items requiring follow-up or continued tracking.
• Independently prepare and develop memorandums and reports regarding safety issues.
• Maintain and update safety-related files and automated information systems for each service.
• Input safety data and statistics into automated systems, including dosimetry badge records and the facility chemical inventory.
• Develop and maintain a computerized tracking system for personnel participation in safety training and training for staff with specific safety needs.
• Assist with preparing and conducting safety training programs, including developing materials and conducting assigned portions of training.
• Submit recurring reports, workload statistics, briefing papers, and statistical data to committees, services, executive leadership, external agencies, VISN, and VA Central Office.
• Review worksheets and code sheets for completeness; maintain circular and report records; and distribute reports according to guidelines.
• Analyze and interpret submitted data, review potential out-of-line situations, and inform safety staff of significant trends.
• Perform administrative functions related to internal and external reviews, including OSHA, Joint Commission, EPA, community fire and safety inspectors, VISN Safety Officials, and others.
• Prepare agendas and accurate minutes for designated safety committees and other assigned meetings or task groups.
• Track committee and meeting action items and follow up with services to ensure corrective actions are completed and recorded.
• Act as the Safety Service’s Automated Data Processing Coordinator for the Office of Information & Technology.
• Greet and assist customers; refer inquiries or complaints to appropriate departments; and screen telephone calls and visitors for the Supervisor’s office.
• Provide courteous and caring customer service, communicate information consistent with policies and procedures, and handle customer conflicts constructively.
• Serve as, or work toward becoming, a purchase card holder; order Safety Service supplies and safety shoes.
• Prepare monthly Supply Mapping Reports for the Chief of Safety’s signature.
• Periodically accompany Safety staff during walk-through inspections.

Benefits

• Federal employee benefits package; specific benefits depend on position eligibility.
• VA may offer newly appointed federal employees 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