Program Support Asst (OA)

U.S. Department of Veterans Affairs; Ann Arbor (MI); On-site; USD 42,000 - 56,000; Full time

Job summary

The U.S. Department of Veterans Affairs, VA Ann Arbor Healthcare System, seeks a Program Support Assistant (OA) to handle a wide range of administrative and clerical tasks for the Safety Service.

The incumbent works with minimal supervision and supports the Chief of Safety Service, Industrial Hygienist, Safety Manager, and related program managers. Duties include preparing reports, maintaining files and data systems, coordinating safety training records, monitoring follow-up actions, and

Qualifications

• One year of specialized experience equivalent to at least the next lower grade GS-05.
• Typing speed of 40 wpm must be shown on resume for self-certification.
• Proficiency with Office Automation and data processing systems is required.

Responsibilities

• Coordinate the timely preparation of reports, surveys, and briefing materials for the Safety Program.
• Monitor and track required materials and follow up within organization levels.
• Maintain files and automated information systems containing safety-related data.
• Input safety data and statistics into data processing systems (e.g., dosimetry, chemical inventory).
• Develop and maintain training logs to record participation in safety programs.
• Assist in preparing and conducting safety-related training materials.
• Ensure timely submission of recurring reports and statistics to committees and leadership.
• Prepare minutes and agendas for Safety-related committees and sub-committees.
• Greet customers and route inquiries to appropriate offices, providing courteous service.

Skills

Typing 40 wpm

Office automation

Tools

Automated data processing systems

Job description

Summary
This position performs a variety of administrative and clerical functions for the Safety Service at VA Ann Arbor Healthcare System. The incumbent is required to work under minimal supervision and resolve problems associated with the work of the office. The incumbent will provide technical and hands-on assistance to the facility's Chief - Safety Service (Industrial Hygienist) - Safety Manager - Green Environmental Management Systems Program Manager - and Safety Technicians.

Summary
This position performs a variety of administrative and clerical functions for the Safety Service at VA Ann Arbor Healthcare System. The incumbent is required to work under minimal supervision and resolve problems associated with the work of the office. The incumbent will provide technical and hands-on assistance to the facility's Chief - Safety Service (Industrial Hygienist) - Safety Manager - Green Environmental Management Systems Program Manager - and Safety Technicians.

Qualifications
To qualify for this position - applicants must meet all requirements by the closing date of this announcement - 11/04/2026. You may qualify based on your experience as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-05 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include - but are not limited to: Knowledge of the mission of Safety Service and its relationship to the total operation of the medical center in regards to administrative operations - in addition to having a good working knowledge of programs under the Supervisor's jurisdiction - must have an intimate knowledge of policies - views - and special interests - including official social obligations. Detailed knowledge of the responsibilities of the four key program areas of the facility's Safety Program in order to provide programmatic assistance to each of the safety specialists: Occupational Health and Safety - Industrial Hygiene - Radiation Safety - environmental compliance (GEMS). Knowledge of basic safety principles - the safety staff directs a comprehensive safety program via different supervisors throughout the facility - therefore - knowledge of safety policies - programs - procedures - and reporting requirements is necessary. The safety program ensures the well-being of all employees - patients - and visitors in every area of the facility. Ability to prepare - analyze - and interpret charts - graphs - tables and other data related to the Safety program for management information purposes. Proficiency Requirement: Office Automation Clerk/Assistant- In addition to meeting experience or education requirements - applicants for these positions must show possession of the following skills - as appropriate. Applicants may meet these requirements by passing the appropriate performance test - presenting a certificate of proficiency from a school or other organization authorized to issue such certificates by the Office of Personnel Management local office - or by self-certifying their proficiency. Performance test results and certificates of proficiency are acceptable for 3 years. Agencies may verify proficiency skills of self-certified applicants by administering the appropriate performance test. 40 words per minute typing speed. Typing speed must be annotated on resume for self-certification. 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/.

Duties

• Major Duties and Responsibilities: Incumbent coordinates the accurate and timely preparation of reports - surveys and briefing materials pertinent to the operation of all components of the facility's overall Safety Program which includes Occupational Health and Safety - Radiation Safety - Industrial Hygiene and environmental compliance
• Effective program maintenance demands continuous follow-up within all levels of the organization to ensure that required materials are submitted on schedule - pending items are monitored and tracked - and follow-up action is initiated
• Maintains a monitoring and evaluation system for all items identified by the safety staff as requiring follow- up action and/or continued tracking
• Independently prepares and develops memorandums and reports regarding safety issues
• Maintains and updates files and automated information systems containing safety-related information for each service
• Incumbent is responsible for inputting safety data and statistics into the various automated data processing systems to accurately and efficiently record pertinent information
• Examples include the dosimetry badge records and the facility's chemical inventory
• In the area of safety training - s/he develops and maintains a computerized logging/tracking system to record participation of all personnel (such as new employees and supervisors) attending a variety of safety training programs and certain staff with specific safety needs (i.e. - personnel wearing respirators - personnel exposed to radioactive materials - etc.)
• S/he may be asked to assist in preparing and conducting safety-related training programs including development of training materials and conducting specific aspects of the training
• Incumbent ensures the timely and accurate submission of recurring reports - workload statistics - briefing papers and statistical data to appropriate committee structures and services - executive leadership - external agencies - VISN and VA Central Office
• S/he reviews pertinent worksheets and code sheets to ensure proper completion
• Maintains records of circulars and reports - and distributes reports according to established guidelines
• Performs analysis of data and information presented for submission - interprets data - reviews potential out-of-line situations - and informs safety staff of any significant trends identified
• Incumbent may be asked to perform administrative functions related to internal and external review programs such as OSHA - Joint Commission - EPA - community fire and safety inspectors - VISN Safety Officials and others
• When performing such assignments - s/he ensures that all projects are completed with the maximum efficiency and effectiveness
• Incumbent prepares accurate minutes and agendas for the Environment of Care Committee - Accident Review Board - GEMS Sub-Committee - Water Safety Sub-Committee and Engineering Controls for Bloodborne Pathogens Sub-Committee - as well as other ad hoc meetings or task groups as assigned
• Monitors and tracks pending items and follows up with respective services to ensure that all necessary corrective actions are taken and recorded
• Incumbent acts as Office of lnformation & Technology's Automated Data Processing Coordinator for the Safety Service
• Incumbent greets and meets the needs of customers while supporting the VA Mission
• Referring such inquires or complaints to the appropriate department
• receives and screens telephone calls and visitors to the Supervisor's office - on own initiative determining the nature of the business and either handles it or the proper individuals to expedite all request to that office
• Consistently demonstrates courteous and caring behavior toward customers - patients and their representatives - visitors and all VA staff at all times
• Provides the customer consistent information according to established policies and procedures
• Handles conflict and problems in dealing with the customer constructively and appropriately
• Incumbent will be a purchase card holder or work toward becoming one
• They will be responsible for ordering Safety Service Supplies - Safety Shoes - Ect
• Incumbent is responsible for putting together monthly Supply Mapping Reports for the Chief of Safety's signature
• Typing Speed must be stated on resume
• *This is a requirement for eligibility
• Work Schedule: Mon - Fri 7:00AM - 3:30PM Virtual: This is not a virtual position
• Position Description/PD#: Program Support Asst (OA)/PD053590 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized