Program Support Assistant

The incumbent performs duties in support of the Radiation Oncology Service as the Radiation Oncology Service Chief and AO deem necessary; by performing general and complex office/clinic work auxiliary to the work of the organization.

Duties: Major Duties - 70% Plans, develops, and executes a system for providing required reports. This includes recognition of recurring reporting needs, verification and validation of the information contained in reports, and timely response to special reporting requirements (ex., monthly reports for Continuous Quality Improvement Committee (CQI) as required by APEx Radiation Oncology Accreditation such as Linear Accelerator (TB1 and TB2) Machine Downtime, Patient Census, Treatment Types, Treatment Delays, Missed Treatments, M&M and will present data in various forms including trending graphs. This also includes various reports from ARIA (Oncology Information System) that are regularly required by clinical staff). Processes incoming and outgoing materials such as correspondence, reports, and records requests. Assists Residents and Nurse Practitioner with VA agency referrals to Ann Arbor Radiation Oncology Service and Community Care needs (ex., coordinating record requests and tracking requests). Incumbent will also be assigned as one of the Service's EHRM Superusers and assist staff with training and resources related to same. Public Contact Work - 10% Coordinates, administrative activities within Radiation Oncology Service under the direct supervision and oversight of the Chief of Radiation Oncology Service such as receives, schedules, refers, and contacts members of the staff, agency, and persons outside the agency ranging from other government agencies to the general public. Provides general clerical public contact support services such as answering the telephone, referring visitors, or providing information about the office, its functions, and standard operating procedures, as well as similar information. Screens calls and personally answers calls when the requested information concerns routine and procedural requirements. Screens the supervisor and staff member calls and determines if the call requires their attention. Supplies the requested information when the question concerns information the employee is familiar with or can easily get (e.g., status of reports, suspense dates, procedural requirements). Maintaining Calendars, Appointments, & Schedules - 10% Schedules appointments, assists with scheduling interviews, coordinates meetings, and/or schedules conferences. Provides general calendar maintenance and administrative services such as maintaining calendars and recording appointments or arranging for meeting and small conference administrative details. Assists in facilitating office and workspace utilization; maintain schedules for all group rooms and utilization. Independently schedules supervisor/staff member time based on knowledge of preferences and current commitments. Maintains the appointment calendar, schedules appointments, reminds supervisor/staff members of the subject matter prior to the meeting, and makes administrative arrangements as required. Office Supplies, Equipment & Space - 5% Obtains and monitors the use of services, supplies, or equipment for the office. Justifies and requests replacements for outdated equipment by identifying the outdated equipment, gathering relevant information on office equipment, or requesting office equipment for own work area. Assists in facilitating office and workspace utilization; maintain schedules for all group rooms and there utilization. Serves as Control Point Clerk for the designated Radiation Oncology Service Fund Control Point. Responsible for utilizing purchase card program and IFCAP system. Tracks and receives orders, reconciles billing, updates local purchase tracking database and all other activity associated with purchase and procurement. Orders materials following established guidelines, and VHA Directives. Coordinates with staff and Administrative Officer the anticipated needs and justifications for additional equipment, maintains list of equipment needs and priorities and submits completed requests when approved by Chief of Service. Incumbent oversees the maintenance of accurate records, which state the location and condition of inventory items. Education & Timekeeping Records - 5% Enter education data for Service employees to maintain their history and training reports. Distributes and supplies reports to supervisors on a quarterly basis and also to employees at their request. Is the Primary Timekeeper for two T&Ls. Also is alternate Timekeeper for the other Services. Assists administrative staff with other support of human resource management requests, workload, document preparation, etc. Performs other duties as assigned. Work Schedule: Monday-Thursday 7:30 am-4:00 pm, Friday 7:00 am-3:30 pm Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD928220 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized PCS Appraised Value Offer (AVO): Not Authorized

You must be a U.S. Citizen to apply for this job To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job. Selective Service Registration is required for males born after 12/31/1959 Physical Requirements: The work required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment. A pre-placement physical examination is not required. Subject to background/security investigation Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, 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. Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider: your performance and conduct; the needs and interests of the agency; whether your continued employment would advance organizational goals of the agency or the Government; and whether your continued employment would advance the efficiency of the Federal service. Upon completion of your probationary period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.