Program Support Assistant

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. 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 Requirements Conditions of employment You must be a U.S. Citizen to apply for this job Selective Service Registration is required for males born after 12/31/1959 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 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, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest. 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/. Education There is no educational substitution at this grade level. Additional information Note: Per "Executive Order 14251: Exclusions from Federal Labor-Management Relations Programs", this position is no longer eligible for bargaining unit participation. This job opportunity announcement may be used to fill additional vacancies. If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement. 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. Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution. Benefits A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits. Review our benefits Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.