Program Support Assistant

Summary

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

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

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/21/2026. 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-07 position you must have served 52 weeks at the GS-06. The grade may have been in any occupation, but must have been held in the Federal service. Note: You must submit a copy of your most recent personnel action/SF-50. Additionally, An SF-50 that shows your time-in-grade eligibility must be submitted with your application materials. If the most recent SF-50 has an effective date within the past year, it may not clearly demonstrate you possess one-year time-in-grade, as required by the announcement. In this instance, you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade. Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment. Award SF-50's do not show the required information. Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment. Applicants must be eligible under the VA Interchange Agreement, having served continuously for at least one year in the other merit system under this interchange agreement. For more information regarding the VA Interchange Agreement please visit: https://www.opm.gov/policy-data-oversight/hiring-authorities/competitive-hiring/. - All Title 38 Veterans Canteen Service (VCS) employees must have served in their Excepted Service position for at least 90 days in order to be eligible for a position within the Competitive Service. - Applicants who were previously selected under a Competitive Delegating Examining Unit (DEU) announcement must have served in their position for at least 90 days prior to being eligible for other positions within the Competitive Service. Grade Determinations: GS07 Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-6 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Continuing responsibility for projects, questions, or problems that arise within an area of a program or functional specialty as defined by management; involving a wide variety of problems or situations common to the segment of the program or function for which the employee is responsible. The employee works independently, using