Administrative Support Assistant

Full Job Description

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.

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/.

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