Program Support Assistant

Program Support Assistant

Department: Department of Veterans Affairs

Location(s): Madison, Wisconsin

Salary Range: $44959 - $58445 Per Year

Job Summary: This position in located in the Medicine/Medicine Sub-Specialty Service (M/MSS) of the Madison VA Hospital, in Madison, WI. The primary purpose of the position to support many administrative aspects of the functions of the Medicine/Medicine Sub-Specialty service including but not limited to the Gastroenterology, Hematology, Oncology, Endocrinology, Infectious Disease, Rheumatology, Nephrology, ER, Pulmonary, Hospitalists, Palliative Care, Cardiology and Radiation Oncology/Cancer Center.

Major Duties:

• ***THIS IS NOT A VIRTUAL POSITION, YOU MUST LIVE WITHIN OR BE WILLING TO RELOCATE WITHIN A COMMUTABLE DISTANCE OF THE DUTY LOCATION*** Major Duties: Serves as the records management liaison. Provides administrative support for non-routine correspondence such as special reports and congressional responses. Processes incoming and outgoing materials such as correspondence, reports, and memoranda. Performs timekeeping duties for various sections falling under M/MSS. Assists with maintaining competency folders, tracks and submits appraisals, OPPE, FPPE, proficiencies and awards. Performs general office support work such as routing calls or correspondence. Develops, drafts and updates policies and procedures in compliance with federal guidance/directives. Assists with tracking of policies, notifying Administrative Officer prior to expiration date, reviewing for edits and routing through proper channels. Tracks unsigned/un cosigned notes and forwards to appropriate provider for completion. Manages purchase card reconciles purchase cards, maintains purchase card documentation for required timeframe, resolves disputes. Uses software applications such as electronic mail, electronic health record, timekeeping software, Microsoft Office applications, travel databases, etc.. Performs other related duties as assigned. Work Schedule: Monday - Friday, 8:00am - 4:30pm Recruitment & Relocation Incentives: Not authorized Critical Skills Incentive (CSI): Not approved

Qualifications: SPECIALIZED EXPERIENCE: One (1) full year of specialized experience equivalent to at least the next lower grade level (GS-5) in the Federal Service that has given you the particular knowledge, skills and abilities required to successfully perform the duties and that is typically in or related to the work of this position. Specialized Experience - Administrative support experience including all or most of the following: accountability, maintenance, and disposal of records according to agency regulations; processing incoming and outgoing material such as correspondence, reports, memoranda, and other forms of written communication; performing composition and editing of letters, reviewing correspondence for completeness, developing standard or form letters, replying to inquiries, and preparing various reports and responses; tracking suspense items; timekeeping; and managing leadership's calendar, scheduling appointments, coordinating meetings, and scheduling conferences. NOTE: Qualifying experience must be fully documented in your resume to receive credit and must include job title, duties, month and year start/end dates AND hours worked per week. You will be rated on the following Competencies as part of the assessment questionnaire for this position: Accountability Attention to Detail Customer Service Decision Making Flexibility Integrity/Honesty Interpersonal Skills Learning Reading Comprehension Reasoning Self-Management Stress Tolerance Teamwork IMPORTANT: A full year of work is considered to be 35-40 hours of work per week. All experience listed on your resume must include the month and year start/end dates. 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. 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; religious; 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. Physical Requirements: The work is administrative in nature, primarily sedentary. Occasionally light physical effort may be required. As most of the time is spend using a computer, actions must be taken to prevent wrist, eye, and back injuries. 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: All applicants are encouraged to apply online. To apply for this position, you must complete the questionnaire and submit the documentation specified in the Required Documents section below. The complete application package must be submitted by 11:59 PM (ET) on 12/26/2025 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/12855083. 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 and complete the occupational questionnaire. Click Submit My Answers to submit your application package. NOTE: It is your responsibility to ensure your responses and appropriate documentation is submitted prior to the closing date. 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. If initial application submission is updated and resubmitted with a new resume, only the most current resume will be reviewed for consideration. 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 https://www.opm.gov/policy-data-oversight/hiring-information/merit-hiring-plan-resources/applicant-guidance-on-the-two-page-resume-limit/ Receiving Service Credit for Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. Special Employment Consideration: VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities (i.e., intellectual disabilities, severe physical disabilities, or psychiatric disabilities), and/or disabled veterans with a compensable service-connected disability of 30% or more. For more information on how to apply using this appointment authority via the Selective Placement Coordinator within the office, contact the facility Human Resources Department at (608) 256-1901. The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation and be found well-qualified (have a final rating of 85 or more before any Veterans preference points) for this vacancy. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/.

Application Deadline: 2025-12-26