Transportation Assistant

Veterans Health Administration • Battle Creek, MI

8d • Onsite

About The Position

The Battle Creek VA Medical Center is recruiting a Transportation Assistant to work under the Veterans Transportation Service (VTS) and report to the VTS Supervisory Mobility Manager. The position supports transportation workload forecasting, scheduling design, procedure development, quality improvement implementation, process modification, evaluation, and the ongoing operational flow of the Veteran Transportation Services program.

The role coordinates Veteran and patient transportation, processes travel requests and claims, interprets applicable travel requirements, maintains transportation records and data, and communicates with Veterans, caregivers, staff, and transportation providers. The position is not virtual. The stated work schedule is Monday through Friday, 8:00 a.m. to 4:30 p.m.; hours may change to meet the needs of the medical center.

Requirements

• One year of specialized experience equivalent to at least the GS-5 grade level, such as coordinating or arranging transportation; reviewing travel or reimbursement documentation; applying transportation or travel rules; communicating with customers, staff, or vendors; using automated systems to track data and maintain records; identifying errors or discrepancies; and explaining program procedures or documentation requirements.
• For current or former federal employees subject to the time-in-grade requirement: 52 weeks at GS-5 for a GS-6 position, with supporting SF-50 documentation.
• U.S. citizenship.
• Selective Service registration for males born after December 31, 1959.
• Successful completion of a background/security investigation and the online onboarding process.
• Compliance with the VA seasonal influenza vaccination program requirement for Health Care Personnel.
• Serve a one-year probationary period or two-year trial period, as applicable.
• Meet the qualification requirements by the announcement closing date of October 23, 2026.
• Demonstrated competencies in integrity/honesty, interpersonal skills, reading comprehension, reasoning, and self-management.

Nice To Haves

• Experience coordinating transportation in a medical or healthcare setting.
• Experience managing patient transportation scheduling, workload tracking, and daily operational support.
• Familiarity with VTS procedures, clinical workflows, and clinical computing systems.
• Ability to communicate with Veterans, families, clinical staff, and external transportation partners with tact, diplomacy, and professionalism.
• Ability to work in a high-volume, fast-paced environment while maintaining accuracy and compliance with privacy and safety standards.
• Experience using clinical scheduling systems and transportation workflow tools to coordinate patient transportation activities.
• Skill communicating with clinical and administrative personnel to resolve scheduling conflicts and support efficient patient flow.
• Strong customer-service skills when interacting with Veterans and the public.
• Sensitivity to age-related and cultural needs of diverse Veteran populations.
• Skill supporting transportation program operations through workload forecasting, procedure development, and quality improvement.

Responsibilities

• Coordinate patient travel requests in accordance with VA travel policies, eligibility requirements, and authorizations.
• Review and verify travel claims, mileage reimbursements, and special transportation arrangements for accuracy and completeness.
• Schedule and arrange transportation services, including specialized transport, common carrier arrangements, and vendor-provided travel.
• Research and interpret VA, federal, and local travel regulations and provide guidance to Veterans, staff, and vendors.
• Enter, update, and track transportation data in automated systems, including travel modules and reimbursement systems.
• Communicate with Veterans, caregivers, clinical staff, transportation providers, and administrative personnel to coordinate travel needs and resolve issues.
• Maintain records, files, and documentation for audits, program reviews, and quality assurance activities.
• Identify discrepancies or potential fraud in travel claims and escalate issues according to policy.
• Explain travel benefits, entitlements, procedures, and required documentation to Veterans as part of customer service.
• Assist in monitoring travel program expenditures and preparing basic transportation operations reports.
• Support transportation workload forecasting, scheduling design, procedure development, quality improvement, process modification, program evaluation, and ongoing operational flow.

Benefits

• Federal employee benefits package for employees and their families; specific benefits depend on position type and eligibility.
• Selected applicants may qualify for credit toward annual leave accrual based on prior work or military service, subject to approval before appointment.

What This Job Offers

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