Admin Support Assistant

Full Job Description

This position is organizationally aligned to the Environmental Management Service at the William S. Middleton VA Medical Center, Madison, Wisconsin (607) - a Level 1b Complexity VHA Facility.

The Program Support Assistant (PSA) serves as the primary support to the team in a wide variety of general administrative and clerical functions which includes customer service and coordination, and computer applications support.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 02/16/2026.

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: Communication and interpersonal relations, including the ability to appropriately and courteously relate to internal and external customers.

Maintenance of confidentiality of patient/employee information, electronic and print. The medical center performance improvement program.

How to work and function in the medical center in a safe manner, including infection control and the correct operation of equipment.

This position requires knowledge of pertinent directives, policies and precedents which affect the program goals and objectives, work processes and administrative operations of the medical center.

Knowledge of hospital policies and procedures in required to facilitate interaction between different services. Knowledge of medical terminology and technical data.

Working knowledge of personal computers and use of software: Windows, Microsoft Word, Access, Excel, Power Point, and the VISTA Computer System, CPRS.

Knowledge of Internet/Intranet and Outlook computer applications for daily communication, on and off station.

Knowledge of security processes to include Public Key Infrastructure (PKI) and Rights Management.

Knowledge of medical center programs as they relate to Environmental Management Service and the services provided.

Knowledge of the goals, priorities, and policies to assemble information to be used for reports and responses in inquiries, to compose correspondence related to Environmental Management Services.

Ability to prioritize multiple important assignments and communicate effectively with Supervisor and others in addressing needs of the medical center. Ability to plan, organize and coordinate work.

The incumbent must have the ability to analyze and solve problems in a positive, goal-oriented manner and to make clear, well-defined recommendations.

The incumbent must have the ability to communicate verbally and in writing with a variety of people from diverse backgrounds and varying levels of understanding.

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:

Office Operations Support(55%)Schedules appointments, coordinates meetings, and/or schedules conferences.

Provides general clerical services relative to calendar maintenance such as updating calendars and recording appointments and arranging for meetings.

Schedules others time based on knowledge of preferences and current commitments.

Maintains the appointment calendars, reminds supervisor/staff members of appointments, makes administrative arrangements as required.

Supports staff in day-to-day operations, which may include assisting with travel requests for staff and supporting volunteers assisting the program.

Identifies problem areas requiring attention of management. Assists with outreach planning.

As the primary point of contact throughout the medical center and Community Outreach Clinics, the incumbent fields questions and inquiries, answers general questions and refers other questions as appropriate to management.

Receives visitors and telephone calls in a professional and confidential manner.

Monitors and controls business papers, correspondence and records including the coordination of action papers with office staff.

Responsible for the execution of Human Resources administrative assistant responsibilities pertaining to recruitment, selection, promotion, and awards.

Helps with recruitment by coordinating selection panels, making appointments, preparing materials for interviews, organizing, and retaining interview questions and rating grids and by maintaining files.

Assists management by collecting data, tracking required measures of performance, and running various office reports. Modifies and maintains automated systems for tracking program effectiveness.

Manages and maintains databases for recording employee information, such as OHRS.

Computer Applications Support (25%)Serves as the primary Automated Data Package Application Coordinator (ADPAC) for providing administrative, technical, analytical, and Automated Data Processing (ADP) support.

The incumbent maintains a log of computer locations, enters work orders, completes requests for computer access, menu changes, trouble shoots technical problems. Attends Facility ADPAC meetings.

Provides information to staff regarding changes/improvements for computer programs utilized by the staff.

Provides technical assistance for staff regarding computer/printer problems and refers issues that cannot be resolved to OI&T for resolution.

Serves as point of contact for computers, printers, and telephones to include submission and tracking of OI&T Requests.

Assists in the training for staff regarding use of computer applications to include Vista, CPRS, Outlook, Word, Access, Power Point and Excel.

This requires a thorough knowledge of a wide range of computer programs and VHA business rules to provide support for staff.

Supports Public Key Infrastructure (PKI) and Rights Management access for all staff to ensure we follow security requirements.

This involves completing PKI requests, initial set-up and updates as required and on-going education for staff as needed.

Clerical Support (20%)Processes and prepares incoming and outgoing materials such as correspondence, reports, memoranda, suspense's, and other forms of written communication.

Composes, drafts, and edits correspondence. Reviews documents for accuracy, spelling, and format assuring final submissions are error free, meet timelines, and appear professional.

May review the work of others, making corrections and mentoring other clerical staff.

Manages calendars, schedules appointments, coordinates meetings, and/or schedules conferences for multiple individuals.

Attends assigned meetings, prepares meeting minutes, and follows up on action items with appropriate staff members. Collaborates with medical center services and programs.

Provides clerical support for research as assigned. Serves as the subject matter expert and is responsible for the maintenance of roster management. The incumbent will function as a timekeeper.

Performs other related duties as assigned. Work Schedule: Monday-Friday 7:00am-3:30pm Telework: Ad-Hoc Position Description/PD#: Admin Support Assistant/PD252600