Secretary (OA)

Veterans Health Administration • Ann Arbor, MI

17h • Onsite

About The Position

This position serves as an Administrative Support Assistant for the VA Ann Arbor Healthcare System (VAAAHS) Medicine Service. This position is assigned in the Administration Section of Medicine Service, and requires that the person can work well with numerous health care professionals, and administrative support personnel. Duties include but are not limited to: This position requires the highest standards of providing customer service both internally and externally. Performs a variety of clerical, administrative and technical duties/responsibilities in support of the administrative management of a complex health care delivery system. Support will encompass the Medicine Service, in all Sections and Programs that include Cardiology, Gastroenterology, Hematology /Oncology, Pulmonary/Respiratory, Inpatient/Hospitalist, Nephrology, Rheumatology, Infectious Disease, Endocrine & Metabolism, Geriatrics, Allergy and other sections or programs under Medicine Service. Must have considerable administrative training and experience and comprehensive working knowledge of special administrative and complex processes to support clinical operations. Performs work in support of management and/or program analysis functions in which knowledge of the purpose, operation, methodology and techniques characteristics of specific management/program analysis functions are required. Requires considerable specialized training and experience in administrative, computer, clerical, problem solving skills, and analytical, evaluative, qualitative, quantitative and statistical skills, as well as the ability and desire to manage a wide variety of complex, and unexpected and nonrecurring problems. Must have a comprehensive working knowledge of a special and complex subject matter, procedures, and practices common to Medicine Service programs at VAAAHS. The work performed by this individual may have great impact in the performance of the Medicine Physicians, Associate Chief of Medicine Service, Administrative Officer and other managers for whom the individual interfaces with. Schedules, refers, and contacts members of the staff, at the facility, and outside the facility including VISN, other faculty at the University of Michigan, other government facilities, other health care institutions, and the public. This position will work closely with all our providers and administrative personnel to ensure all proficiencies, evaluations, functional categories, performance pay notifications, service agreements are up to date and all 6-part folders are compliant. Maintains electronic appointment calendars, updates share point sites, coordinate meetings, and schedules conferences. Attends meetings, prepares meeting minutes, and follows up on action items with appropriate staff members. Utilizes VISTA for entering 2237s, 1358s, MAXIMO for work orders, and is the primary office supply coordinator for all of Medicine Service. Performs all aspects of timekeeping for Medicine Service. Enters employee work tours, accurately and timely posts tours of duty, annual leave, sick leave in VATAS. Tracks part time physicians that utilize Memos of Service Level Expectations. Serves as the Medicine service focal point for arranging and coordinating training activities as a TMS administrator. Serves as Automated Data Processing Application Coordinator (ADPAC) for the service. Providing automated data processing clinical supplication advisement and support; enters EPAS for computer access for all staff, contractors, WOC, and occasionally learners. Must have a clear understanding of duties of Position Description.

Requirements

• Must have a U.S. Citizenship.
• Must complete all required steps in the process, including application, questionnaire, and online assessment.
• Selective Service Registration is required for males born after 12/31/1959.
• Subject to background/security investigation.
• Selected applicants will be required to complete an online onboarding process.
• Acceptable forms of identification will be required to complete pre-employment requirements.
• 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 effective May 7, 2025.
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP).
• Must serve a 1-year probationary period.
• Applicants must meet all requirements by the closing date of this announcement, 10/15/2026.
• 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-6 position you must have served 52 weeks at the GS-5.
• Proficiency Requirements - at least 40 words per minute typing speed, must be listed on the resume.
• Expertise in computer operation procedures, computer programs for typing correspondence, creating spreadsheets and graphs, maintaining an on-line calendar, creating mail-merge documents, and utilizing the network server.
• Skill in auditing, collecting, analyzing, and presenting statistical data using statistical methods.
• Secretarial skills including proficiency in typing, records management, taking accurate and complete meeting minutes, and use of general office equipment.
• Skill in operating dictating equipment, and transcribing dictation.
• Thorough knowledge of grammar, spelling, punctuation, and ability to edit documents to produce a final product which is grammatically and stylistically correct.
• Detailed knowledge of the VA format style for correspondence and ability to write clearly and critically review submissions from administrative and clerical.
• Skill in human relations appropriate for coordinating an office environment, resolving problems, conducting training, and acting liaison for personnel within and outside of the medical center, including patients and their families.
• Knowledge of government travel regulations to prepare forms and input data into electronic Travel Manager Program, Concur.
• General knowledge and use of various personnel forms and knowledge of the terminology used in the preparation of forms.

Nice To Haves

• Considerable administrative training and experience.
• Comprehensive working knowledge of special administrative and complex processes to support clinical operations.
• Considerable specialized training and experience in administrative, computer, clerical, problem solving skills, and analytical, evaluative, qualitative, quantitative and statistical skills.
• Ability and desire to manage a wide variety of complex, and unexpected and nonrecurring problems.
• Comprehensive working knowledge of a special and complex subject matter, procedures, and practices common to Medicine Service programs at VAAAHS.

Responsibilities

• Performs a variety of clerical, administrative and technical duties/responsibilities in support of the administrative management of a complex health care delivery system.
• Schedules, refers, and contacts members of the staff, at the facility, and outside the facility including VISN, other faculty at the University of Michigan, other government facilities, other health care institutions, and the public.
• Works closely with all providers and administrative personnel to ensure all proficiencies, evaluations, functional categories, performance pay notifications, service agreements are up to date and all 6-part folders are compliant.
• Maintains electronic appointment calendars, updates share point sites, coordinate meetings, and schedules conferences.
• Attends meetings, prepares meeting minutes, and follows up on action items with appropriate staff members.
• Utilizes VISTA for entering 2237s, 1358s, MAXIMO for work orders, and is the primary office supply coordinator for all of Medicine Service.
• Performs all aspects of timekeeping for Medicine Service.
• Enters employee work tours, accurately and timely posts tours of duty, annual leave, sick leave in VATAS.
• Tracks part time physicians that utilize Memos of Service Level Expectations.
• Serves as the Medicine service focal point for arranging and coordinating training activities as a TMS administrator.
• Serves as Automated Data Processing Application Coordinator (ADPAC) for the service.
• Providing automated data processing clinical supplication advisement and support; enters EPAS for computer access for all staff, contractors, WOC, and occasionally learners.

Benefits

• 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.
• Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent.

What This Job Offers

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