Secretary (OA)

U.S. Department of Veterans Affairs; Ann Arbor (MI); On-site; USD 42,000 - 54,000; Full time

Job summary

U.S. Department of Veterans Affairs, VA Ann Arbor Healthcare System, is seeking an Administrative Support Assistant in the Medicine Service Administration.

The role requires strong clerical, data entry and coordination skills to support a complex health care delivery system. Responsibilities include maintaining calendars, preparing meeting minutes, processing timekeeping, and liaison duties with staff, patients, and external partners.

Qualifications

• Must have at least 40 words per minute typing speed (listed on resume).
• Thorough grammar, spelling, punctuation; ability to edit documents.
• Strong secretarial skills including records management and meeting minutes.

Responsibilities

• Provide clerical, administrative and technical support for Medicine Service operations.
• Manage electronic calendars, coordinate meetings, and prepare minutes.
• Enter data in VISTA, MAXIMO, and VATAS; support timekeeping and training activities.
• Coordinate travel forms and input data into electronic Travel Manager (Concur).
• Act as liaison within and outside the medical center, including patients and families.

Skills

Typing speed 40 wpm

Secretarial skills

Grammatical editing

Data analysis

Interpersonal coordination

Tools

VISTA

MAXIMO

VATAS

Concur Travel Manager

Job description

Summary

This position serves as an Administrative Support Assistant for the VA Ann Arbor Healthcare System (VAAAHS) Medicine Service. This position is assigned in the Administration Section of Medicine Service - and requires that the person can work well with numerous health care professionals - and administrative support personnel.

Qualifications

To qualify for this position - applicants must meet all requirements by the closing date of this announcement - 10/15/2026. 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-6 position you must have served 52 weeks at the GS-5. 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. 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(1) year of specialized experience equivalent to at least the next lower grade level of GS-05 in the normal line of progression for the occupation in the organization. Proficiency Requirements - at least 40 words per minute typing speed - must be listed on the resume. This is a screen-out question on the assessment but it must be listed on the resume. Examples of Specialized Experience: Expertise in computer operation procedures - computer programs for typing correspondence - creating spreadsheets and graphs - maintaining an on-line calendar - creating mail-merge documents - and utilizing the network server. Skill in auditing - collecting - analyzing - and presenting statistical data using statistical methods. Secretarial skills including proficiency in typing - records management - taking accurate and complete meeting minutes - and use of general office equipment. Skill in operating dictating equipment - and transcribing dictation. Thorough knowledge of grammar - spelling - punctuation - and ability to edit documents to produce a final product which is grammatically and stylistically correct. October 2018 Reviewed Aug 2020 Detailed knowledge of the VA format style for correspondence and ability to write clearly and critically review submissions from administrative and clerical. Skill in human relations appropriate for coordinating an office environment - resolving problems - conducting training - and acting liaison for personnel within and outside of the medical center - including patients and their families. Knowledge of government travel regulations to prepare forms and input data into electronic Travel Manager Program - Concur. General knowledge and use of various personnel forms and knowledge of the terminology used in the preparation of forms. 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

• Duties include but are not limited to: This position requires the highest standards of providing customer service both internally and externally
• performs a variety of clerical - administrative and technical duties/responsibilities in support of the administrative management of a complex health care delivery system
• Support will encompass the Medicine Service - in all Sections and Programs that include Cardiology - Gastroenterology - Hematology /Oncology - Pulmonary/Respiratory - Inpatient/Hospitalist - Nephrology - Rheumatology - Infectious Disease - Endocrine & Metabolism - Geriatrics - Allergy and other sections or programs under Medicine Service
• Must have considerable administrative training and experience and comprehensive working knowledge of special administrative and complex processes to support clinical operations
• Performs work in support of management and/or program analysis functions in which knowledge of the purpose - operation - methodology and techniques characteristics of specific management/program analysis functions are required
• Requires considerable specialized training and experience in administrative - computer - clerical - problem solving skills - and analytical - evaluative - qualitative - quantitative and statistical skills - as well as the ability and desire to manage a wide variety of complex - and unexpected and nonrecurring problems
• Must have a comprehensive working knowledge of a special and complex subject matter - procedures - and practices common to Medicine Service programs at VAAAHS
• The work performed by this individual may have great impact in the performance of the Medicine Physicians - Associate Chief of Medicine Service - Administrative Officer and other managers for whom the individual interfaces with
• Schedules - refers - and contacts members of the staff - at the facility - and outside the facility including VISN - other faculty at the University of Michigan - other government facilities - other health care institutions - and the public
• This position will work closely with all our providers and administrative personnel to ensure all proficiencies - evaluations - functional categories - performance pay notifications - service agreements are up to date and all 6-part folders are compliant
• Maintains electronic appointment calendars - updates share point sites - coordinate meetings - and schedules conferences
• Attends meetings - prepares meeting minutes - and follows up on action items with appropriate staff members
• Utilizes VISTA for entering 2237s - 1358s - MAXIMO for work orders - and is the primary office supply coordinator for all of Medicine Service
• Performs all aspects of timekeeping for Medicine Service
• Enters employee work tours - accurately and timely posts tours of duty - annual leave - sick leave in VATAS
• Tracks part time physicians that utilize Memos of Service Level Expectations
• Serves as the Medicine service focal point for arranging and coordinating training activities as a TMS administrator
• Serves as Automated Data Processing Application Coordinator (ADPAC) for the service
• Providing automated data processing clinical supplication advisement and support
• enters EPAS for computer access for all staff - contractors - WOC - and occasionally learners
• Must have a clear understanding of duties of Position Description
• Physical Demands: The work is mainly sedentary
• but may require - walking - stair climbing - bending - stooping and carrying lightweight documents - and repetitive use of the keyboard as part of daily activities
• Stamina and concentration to meet crucial deadlines are required
• Keen hearing and distinct speech are essential due to the extensive use of the telephone as a means of communication
• There may be a certain amount of mental strain due to time constraints and frequent reviews and surveys
• The employee must be able to handle stress of meeting deadlines and the time constraints placed on him/her
• The work does not require any special physical effort or ability
• Work Schedule: Monday-Friday 8:00am to 4:30pm Virtual: This is not a virtual position
• Position Description/PD#: Secretary (OA)/PD061760 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized