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.
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
There is no educational substitution at this grade level.
Brooke.Cremonesi@va.gov · 217-554-4558
This position is with Veterans Health Administration, Department of Veterans Affairs.
The posted pay range is $47488 – $61734/yr.
This position requires a Other security clearance.
Applications close on 2026-11-16.
This position is open under the 'Public' hiring path.
Source: USAJOBS.gov — U.S. Federal Government · Retrieved 2026-11-07 · Not affiliated with or endorsed by OPM or USAJOBS.gov
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