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Posted 1w ago

Program Support Assistant

@ Department of Veterans Affairs
View All Jobs
Milwaukee, Wisconsin, United States
$47k-$62k/yrOnsiteFull Time
Responsibilities:triaging calls, routing inquiries, supporting meetings
Requirements Summary:MS Office, timekeeping, clerical support; HIPAA/privacy knowledge; ability to schedule/coordinate meetings.
Technical Tools Mentioned:Microsoft Word, Microsoft Excel, Microsoft Outlook, Microsoft PowerPoint, SharePoint
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Job Description
Security Clearance

Other

Duties

This position is located at the Clement J. Zablocki VA Medical Center, Milwaukee, Wisconsin in the Geriatrics and Extended Care (GEC) Division. Incumbent will be assigned to work in Home-Based Primary Care (HBPC) but could be asked to perform duties for the Division as needed. DUTIES: Actively participates in the management of the HBPC service and GEC by performing more complex duties and responsibilities. Resolves problems associated with administrative and clerical work of the Division. Triages and routes incoming calls, secure messages, and administrative inquiries; escalates clinical concerns per HBPC protocols. Reviews and tracks consults daily; monitors admissions/discharges and informs clinicians by service/encampment area to support timely care. Assists providers with Video Visit Connect (VVC) setup and non-clinical Veteran communication workflows. Prepares agendas/materials for interdisciplinary care team meetings. Supports Joint Commission readiness and documentation; drafts and finalizes routine correspondence and forms; documents, complaints and resolutions. Provides surge/backup support to other GEC departments to ensure continuity of operations across the Division (e.g., scheduling coordination, data pulls, report preparation, meeting logistics). Builds and maintains operational dashboards and visuals (charts, tables) to communicate findings Coordinates Division projects, timelines, stakeholder tasks, agendas, documentation, and follow up on action items. Prepares recurring Excel, PowerPoint, and SharePoint reports. Drafts summaries and presentations for leadership; manages HBPC electronic fax system (permissions, quality checks) and supports Division communications materials (printing, scanning, Medical Media requests). Performs ADPAC duties (folder permissions, access requests, onboarding support) for HBPC and, as assigned, provides support to GEC units to meet operational needs. Coordinates government vehicle availability; maintains mileage logs, cost accounting, and service scheduling to support HBPC field operations. The PSA serves as timekeeper for the HBPC T&L (primary), validating leave, overtime, tour changes, and resolving discrepancies in VATAS. Holds and manages a Government Purchase Card (GPC) to execute authorized micro purchases for the unit or Division. Maintains accurate purchase records, including itemized receipts, purchase logs, justifications, and approval documentation. Reconciles monthly purchase card statements in a timely and accurate manner. Resolves discrepancies with vendors or fiscal staff. Work Schedule: Monday - Friday: 7:30am - 4:00pm Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD25296A Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized

Requirements

You must be a U.S. Citizen to apply for this job To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job. Selective Service Registration is required for males born after 12/31/1959 Physical Requirements: The work required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment. A pre-placement physical examination is not required. Subject to background/security investigation Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued dentification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment. Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) As a condition of employment for accepting this position, you may/will be required to serve a 1-year probationary period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider: your performance and conduct; the needs and interests of the agency; whether your continued employment would advance organizational goals of the agency or the Government; and whether your continued employment would advance the efficiency of the Federal service. Upon completion of your probationary period period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 05/04/2026. You may qualify based on your experience and/or education as described below: GS-6 SPECIALIZED EXPERIENCE: You possess (1) one full year of specialized experience equivalent to the GS-5 level that has equipped you with the particular knowledge, skills and abilities (KSA's) to perform successfully the duties of the position, and that is typically in or related to the position to be filled. Specialized experience includes but is not limited to: Working knowledge of patient and employee confidentiality practices in accordance with the Privacy Act and HIPM. Knowledge of Division functions sufficient to route inquiries, prioritize tasks, and support multiple teams or units. The ability to schedule and support meetings, manage routine office correspondence, and maintain filing systems. Competence using Microsoft Office (Word, Excel, Outlook). Knowledge of grammar, spelling, capitalization, punctuation, medical terminology and clerical procedures to accurately type and proofread written materials. Familiarity with standard time and leave procedures (including shift differential, holidays, and compressed tours) for employees, and the ability to input or verify basic timekeeping data. 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/.

Education

There is no educational substitution at this grade level.

Other Information

Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act. Reasonable Accommodation (RA) Requests: If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application. Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case-by-case basis. If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision. You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments if you received the link after the close of the announcement. To determine if you need a RA, please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments. 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. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. 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. This job opportunity announcement may be used to fill additional vacancies. The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. 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/.