Administrative Support Assistant

Administrative Support Assistant

Department: Department of Veterans Affairs

Location(s): Milwaukee, Wisconsin

Salary Range: $47488 - $61734 Per Year

Job Summary: This position is located at Clement J. Zablocki VA Medical Center, Milwaukee, WI. The primary purpose of this position is to evaluate and improve efficiency, effectiveness, and productivity of the Medical Subspecialties Services Division. The incumbents' administrative responsibilities encompass performance improvement activities, management support functions, special projects and assignments, and personnel management.

Major Duties:

• The incumbent serves as the Administrative Support Assistant (ASA) to the Section Chief within the Medical Subspecialties Services Division. The position provides administrative, technical, and clerical support for management and program analysis activities aimed at improving efficiency, effectiveness, and productivity. The ASA acts as liaison between the Section Chief, Administrative Officer, Clinic Nurse Program Managers, other divisions, and the academic affiliate (Medical College of Wisconsin). Major Duties: - Schedule and coordinate appointments; commit Section Chief's time for meetings and conferences. - Arrange meetings, reserve space, notify participants, and prepare minutes. - Manage correspondence, consults, and specialized documentation (e.g., transplant packages). - Ensures licenses/registrations documents (Physicians, RN/LPN, Social Workers, Dietitians, and Respiratory Technicians) are on file, updated and tracked as required by the Human Resource Department - Prepare reports using Word, Excel, Access, and Vista - Be independent in running and customize weekly and monthly consult management reports ensuring patients are being scheduled in a timely manner. - Maintain agendas, participate in team huddles, and serve as communication liaison. - Track clinic cancellations and develop contingency plans for urgent clinic cancellations. - Maintain physician pay-for-performance documentation. - Coordinate physician departures and clearance processes. Ensure they signed/co-signed all notes and all open encounters have been cleared. - May type proposal for grant which would require review of existing rules and regulations for each grant type, National Institutes of Health vs VA sponsored vs industry sponsored. - Acquire specialized knowledge in the assigned medical subspeciality that helps in coordination of requests for clinical needs - Maintain time and attendance records for physicians and residents using VATAS. - Ensure compliance with VA and MCW timekeeping policies; submit resident timekeeping sheets. - Prepare schedules, variable tour memos, and audit documentation. - Reviews labor mapping with Section Chief for updates that can occur biweekly. - Completes memos and forms related to variable tours, including MSLE initiation, conciliation, and continuation and continuing to be updated and complete training on this task. - Answer multi-line phones, route calls, and assist patients and staff courteously. - Coordinate resident and medical student rotations - Create master rotation and on-call schedules, including the off tours schedules - Verify credentials and privileges. The ASA will check the Attending's on call (lists provided by MCW) and ensures they have privileges at the VAMC. - Provide assistance to physicians in maintaining their VA mandatory education requirements. - Serve as ADPAC Coordinator; troubleshoot hardware/software issues. - Check weekly late/delinquent patient discharge summaries and notes; notify residents, fellows and attendings and develop a plan to correspond with those that are part-time at the VA. - Assist with travel arrangements including assisting in preparing authorizations and vouchers. - Prepare room reservations, work orders, and perform audits. Performs other duties as assigned. Work Schedule: Full-time, Monday-Friday, 8:00am-4:30pm Telework: Ad hoc only Virtual: This is not a virtual position. Position Description/PD#: Administrative Support Assistant/PD25274A Relocation/Recruitment Incentives: Not authorized Permanent Change of Station (PCS): Not authorized

Qualifications: To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/31/2026. 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. 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. 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: Performing all technical duties to maintain an office and coordinating the work of the administrative office, preparing and proofreading written correspondence; reviews for accuracy, completeness, and format; and makes appropriate corrections. Working with PC operating systems and the use of word processing, spreadsheet and database software. 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/.

How to Apply: Please read the entire announcement and all the instructions before you begin an application. To apply for this position, you must complete the initial online application, to include the initial online questionnaire and submission of the required documentation specified in the How to Apply and Required Documents section. The complete application package must be submitted by 11:59 PM (ET) on the closing date of the announcement to receive consideration. To preview the application questionnaire, click https://apply.usastaffing.gov/ViewQuestionnaire/12914385. The application process is as follows: To begin, click Apply Online to create a USA JOBS account or log in to your existing account. Follow the prompts to select your USA JOBS resume and/or other supporting documents. Answer the questions presented in the application and attach all necessary supporting documentation. Click the Submit Application button prior to 11:59 PM (ET) on the announcement closing date, 03/31/2026. If you are required to complete any USA Hire Assessments, you will be notified after submitting your application. The notification will be provided in your application submission screen and via email. The notification will include your unique assessment access link to the USA Hire system and the completion deadline. Additionally, in USAJOBS you can click "Track this application" to return to your assessment completion notice. Access USA Hire using your unique assessment link. Access is granted through your USAJOBS login credentials. Review all instructions prior to beginning your assessments. You will have the opportunity to request a testing accommodation before beginning the assessments should you have a disability covered under the Rehabilitation Act of 1973 as amended. Set aside at least 3 hours to take the USA Hire Assessments; however, most applicants complete the assessments in less time. If you need to stop the assessments and continue later, you can re-use your unique assessment link. NOTE: Your responses to the USA Hire Assessments will be reused for one year (in most cases) from the date you complete an assessment. If future applications you submit require completion of the same assessments, your responses will be automatically reused. Visit the USA Hire Applicant Resource Center for practice assessments and assessment preparation resources at https://support-usahire.opm.gov/hc/en-us. To update your application, including supporting documentation: During the announcement open period, return to your USAJOBS account, find your application record, and click Edit my application. This option will no longer be available once the announcement has closed. To view the announcement status or your application status: https://help.usajobs.gov/how-to. Your application status page is where you can view your application status, USA Hire assessment completion status, and review your notifications sent by the hiring agency regarding your application. Beginning September 27, 2025, Federal agencies will only accept resumes up to two pages in length to comply with the Merit Hiring Plan. Resumes longer than two pages will result in ineligibility for further consideration for the position. USAJOBS will not allow you to upload or build resumes longer than two pages, and you will need to update the resumes in your profile before applying for a job. Resumes should include information relevant to the knowledge, skills, abilities, and competencies of the position to which you are applying. VA is unable to make assumptions about qualifications if not clearly listed. Resumes must be legible so they can be reviewed for eligibility, minimum qualifications and other position requirements listed in the job announcement. Your resume must be 5MB or less. We recommend saving and uploading your resume as a PDF to maintain formatting and number of pages. We also accept GIF, JPG, JPEG, PNG, RTF, TXT, PDF, ODT or Word (DOC or DOCX). We do not accept PDF portfolio files. We recommend using a sans-serif font size like Lato, if available. Other widely available options are Calibri, Helvetica, Arial, Verdana, Open San Source Sans Pro, Roboto or Noro Sans. Make your page margins 0.5 inches. Consider using 14-point size font for titles and 10-point for the main text in your resume. The resume builder can help you create a resume using these recommendations and uses the information in your USAJOBS profile to help you get started. Helpful Hints for Creating a Two-Page Resume: Prioritize most relevant and recent experience Use concise, results focused language Align language from the job announcement Focus on demonstrating skills and competencies Remove outdated or unrelated experience Use the USAJOBS resume builder Additional guidance on this new requirement and resume building tools can be found at https://help.usajobs.gov/faq/application/documents/resume/page-limit

Application Deadline: 2026-03-31