Management Assistant

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?

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

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.