Program Support Assistant

Full Job Description

The Program Support Assistant provides administrative support to the assigned section(s) within the Clinical Access Management Service (CAMS).

The individual interfaces with both internal customers within their sections(s), as well as external customers within CAMS, other services throughout the hospital, and outside the organization.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/02/2026.

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-06 position you must have served 52 weeks at the GS-05. The grade may have been in any occupation, but must have been held in the Federal service.

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. 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.

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: Experience that equipped the applicant with the particular knowledge, skills, and abilities (KSA's) to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled.

To be creditable, specialized experience must have been equivalent to at least the next lower grade level.

Applicants who have the 1 year of appropriate specialized experience, as indicated in the table, are not required by this standard to have general experience, education above the high school level, or any additional specialized experience to meet the minimum qualification requirements.

You will be rated on the following Competencies for this position: Administration and Management Communications Computer Skills Critical Thinking Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social).

Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment.

You will receive credit for all qualifying experience, including volunteer experience. Note: A full year of work is considered to be 35-40 hours of work per week.

Part-time experience will be credited on the basis of time actually spent in appropriate activities.

Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment.

Physical Requirements: The work is mainly sedentary. There is some walking, bending, lifting and carrying of light objects. Work Environment: The work is performed in a normal office setting.

For more information on these qualification standards, please visit the United States Office of Personnel Management's website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/.

Major Duties:

MAJOR DUTIES AND RESPONSIBILITIES Duties: The incumbent provides management assistance in CAMS.

In particular, the incumbent provides technical and clerical assistance to the Service Chief, Director of Outpatient Scheduling, and senior leadership of assigned Section(s).

Because of the nature of responsibilities associated with this position, the incumbent is often required to exercise independent judgment in responding to inquiries and management actions requiring immediate attention.

More specifically, the incumbent performs the following duties: Serves as program assistant and secretary to the Service Chief and Director of Outpatient Scheduling.

Performs secretarial duties for leadership staff upon request. Performs administrative duties and serves as secretarial/support personnel for Service Leadership.

Is responsible for documentation and initiation of paperwork as necessary and directed by the Service Chief and Director of Outpatient Scheduling for professional staff in CAMS Leadership Office, as appropriate.

Responsible for timely completion and submission of all action items, memorandums, timesheets (primary & secondary timekeeping), labor mapping, ADPAC (ePAS as well as 180 day review), etc.

as well as the management of calendar appointments for both Service Chief and Administrative Officer.

Screens in-person and telephone inquiries using sound judgment and knowledge to provide accurate information and answer substantive questions regarding operations of the service.

Refers inquiries to appropriate personnel in various services when unable to provide requested information.

Has complete knowledge of the service word processing programs including ability to make minor adjustments when problems arise.

Is able to use the equipment for reports, memoranda, or any written materials generated by the leadership staff, and other supervisory personnel.

Is able to edit materials for proper format, spelling, punctuation and in keeping with administration policies and procedures.

Reviews and controls incoming and outgoing correspondence to include but not limited to mail parcels and interoffice communication.

Uses own initiative in responding to correspondence from Ann Arbor PSA PD# 91894-0 other services and outside sources and composes non-technical documents for review and signature.

Independently drafts memos for the Service Chief and Director of Outpatient Scheduling.

Screens, sorts and distributes mail service-wide with the coordination with authorized points of contact for pick-up or delivery.

Serves as primary timekeeper for Leadership T&L(s) as well as secondary timekeeper for subordinate T&Ls, accurately maintaining timecards, overtime/compensatory authorizations and leave records to include but not limited to maintenance of T&L Delegation of Authority (DOA) Documentation.

Assists service Leadership of monitoring service Call-out line as well as quick and frequent communication of unexpected staff shortage to service supervisors so appropriate coverage may be immediately determined.

Is responsible for maintenance of staff employee records. Maintains accurate file of employee addresses and phone numbers and notifies appropriate departments of any changes.

Independently produces accurate chart of irregular tours-of-duty and Emergency Call Back schedule as required for the Chief of Staff as staffing changes occur.

Performs other related duties as assigned.

Complete Position Description available upon request: Ann Arbor PSA PD# 91894-0 Work Schedule: Monday - Friday 7:30am to 4:00pm Virtual: This is not a virtual position.

Position Description/PD#: Program Support Assistant/PD91894-0 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Authorized Permanent Change of Station (PCS): Not Authorized