Administrative Support Assistant

This position is located at Clement J. Zablocki VA Medical Center, Milwaukee, WI. The Administrative Support Assistant (ASA) provides administrative and operational support to the Section Chief, physicians, residents, nursing and clinical staff within assigned medical subspecialties. Responsibilities include coordinating appointments, meetings, clinic and on-call schedules, resident rotations, and clinical documentation; monitoring consults and patient scheduling; and maintaining timekeeping. 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: Not Eligible 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 PCS Appraised Value Offer (AVO): 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 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 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.