Management Assistant

Summary

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, administrative support assistants and specialty programs.

Duties

• The incumbent serves as a management assistant providing comprehensive administrative and management support to subspecialty section chiefs, the Administrative Officer, division leadership, administrative support assistants and specialty programs. The position performs a wide range of administrative, human resources, fiscal, program management, consult management, calendar management, 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: 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. Acts as the subject matter expert for the Division's Administrative Support Assistants (ASAs), providing guidance, training, coverage, and clerical support. Coordinates acquisition of office supplies, equipment, furniture, and administrative services and assists leadership in monitoring resource utilization and budget expenditures. 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. Assists in Ongoing Professional Practice Evaluation (OPPE) and Focused Professional Practice Evaluation (FPPE) for providers. Assists in timekeeping functions for division sections. Assists in management of Memorandum of Service Level Expectation (MSLE) agreements for variable tour providers. 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. Resolves difficult concerns with a variety of types of vouchers or requests for supplies, equipment, and services. 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. Functions as a contracting control point clerk and assists in the day-to-day management and monitoring of section service contracts. Work Schedule: Monday-Friday 7:30am-4:00pm Telework: This position is not approved 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 approved Permanent Change of Station (PCS): Not authorized

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/04/2026. 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-07 position you must have served 52 weeks at the GS-06. 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-06 in the normal line of progression for the occupation in the organization. Examples of 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/.le-qualification-standards/.

Education

There is no educational substitution at this grade level.