Summary OUR MISSION: To fulfill President Lincoln's promise "To care for those who have served in our nation's military and for their families, caregivers, and survivors" - by serving and honoring the men and women who are America's Veterans. How would you like to become a part of a team providing compassionate whole health care to Veterans? Responsibilities This position is located within the Medicine Division at the Clement J. Zablocki VA Medical Center (695), a level 1A complexity facility and major teaching affiliate of the Medical College of Wisconsin. The incumbent serves as a management assistant providing comprehensive administrative and management support to subspecialty section chiefs, the Administrative Officer, division leadership, and specialty programs. The position performs a wide range of administrative, human resources, fiscal, program management, consult management, scheduling, credentialing support, and operational coordination functions that support clinical operations, regulatory compliance, accreditation readiness, and continuity of patient care within a complex healthcare environment. Major Duties: Functions as a contracting control point clerk and assists in the day-to-day management and monitoring of section service contracts. Serves as liaison regarding contract actions, procurement requirements, invoice processing, and contract performance issues. Determines entries required and performs accounting and coding functions in order to maintain FCP accounts for the division as part of invoice validation processes before certifying each invoice. Coordinates recruitment activities, including scheduling interviews, maintaining recruitment documentation, and assisting leadership throughout the selection process. Maintains records related to employee licensure, certification, credentialing, privileging, mandatory training, continuing education, and competency requirements. Maintains employee trifolds and personnel support files, ensuring required documentation is current, organized, and maintained in accordance with applicable Veterans Health Administration, Medical Center, privacy, and records management requirements. Performs budget administration support and resource management activities for Division or assigned sections. Coordinates acquisition of office supplies, equipment, furniture, and administrative services and assists leadership in monitoring resource utilization and budget expenditures. Resolves difficult concerns with a variety of @types of vouchers or requests for supplies, equipment, and services. Provides administrative and management assistance/support to Division or assigned section(s), including coordinating meetings, conference calls, minutes, data gathering, report generation, memoranda, spreadsheets, presentations, and correspondence. Evaluates available data, identifies trends and recurring deficiencies, prepares reports and recommendations for leadership review, and assists in monitoring clinic access, operational performance, and compliance with established requirements. Updates and maintains schedules within VA electronic systems and scheduling platforms. Work Schedule: Monday-Friday 8:00am-4:30pm Telework: This position may be authorized for telework. Virtual: This is not a virtual position. Position Description/PD#: Management Assistant/PD235340 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI):Not Authorized Permanent Change of Station (PCS):Not Authorized PCS Appraised Value Offer (AVO): Not Authorized Requirements Conditions of Employment 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 is primarily sedentary and is performed in an office environment. Some walking, standing, bending, and carrying of light items may be required. No special physical demands are required. The work is performed in an adequately lighted, heated, and climate-controlled office environment within a healthcare facility. Normal safety precautions associated with office and hospital environments apply. 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 identification 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 or 2-year trial 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 To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 07/20/2026. 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-7 position you must have served 52 weeks at the GS-6. 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: GS-7 Level Experience Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-6 in the normal line of progression for the occupation in the organization. Specialized experience is experience that has equipped the applicant with the particular knowledge, skills, and abilities to perform successfully the duties of the position, and that is typically in or related to the work of the position. Qualifying specialized experience would typically include, but are not limited to: Working with wide variety of administrative, human resources, fiscal, contracting, program management, and clinical support processes sufficient to provide comprehensive administrative and management assistance to assigned specialty sections within a complex healthcare organization; Data collection and management techniques sufficient to gather, analyze, summarize, and present information from multiple sources and automated systems; Communicating effectively both orally and in writing with a variety of internal and external customers, preparing reports and correspondence, coordinating activities among multiple organizations, and presenting information in a clear and concise manner; Working with basic objectives and policies governing various program operations in order to track progress in meeting program objectives; Working with wide variety of interrelated steps, conditions, and procedures or processes required to assemble, review, and maintain budget assignments while verifying the accuracy of budgetary data, adjusting dollar amounts of accounts by line item and object class, and preparing reports on the status of funds; Standardized processes and procedures for evaluating management or program operations to perform duties such as planning the steps to complete assignments, identifying problems from collected data, and selecting solutions from alternatives in guidelines and precedent cases. NOTE: 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. 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 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. This job opportunity announcement may be used to fill additional vacancies. The 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/.
