Program Support Assistant

Program Support Assistant

This position is located at the Clement J. Zablocki VA Medical Center, Milwaukee, Wisconsin in the Geriatrics and Extended Care (GEC) Division. Incumbent will be assigned to work in the Division's main office. The incumbent will receive direction from the Supervisory Program Specialist and is responsible for providing administrative support in the Office of the Division Manager. The incumbent will interface with personal computer (PC) applications to include, but not limited to: VA Time and Attendance System (VATAS), Veterans Health Information Systems and Technology Architecture (VISTA), HR Smart, Electronic Personnel Access System (ePAS), Microsoft Office programs. This position is the target in the line of progression of PSAs assigned to GEC.

Major Duties:

• Conducts quarterly documentation audits and tracks trends in program compliance;
• Generates and analyzes key performance reports to identify operational gaps or strengths;
• Maintains a database of corrective actions and monitors closure timelines;
• Provides basic policy interpretations and prepares procedural updates for staff; coordinates and documents monthly compliance and performance review meetings.
• Builds and maintains operational dashboards for programs and administrative functions;
• Performs monthly and quarterly data reviews to support planning and improvement;
• Creates summary visuals (charts, graphs, tables) to communicate findings;
• Onboards new administrative team members using standardized training tools; conducts quarterly workshops on updated policies, tools, and best practices;
• Serves as a peer mentor for GS-5 and GS-4 staff; facilitates knowledge sharing; tracks training completions and provides status updates to supervisors;
• Supports creation and revision of SOPs for common administrative processes.
• Maintains calendars for major initiatives; coordinates timelines and stakeholder tasks; prepares meeting agendas, collects documentation, and follows up on action items;
• Drafts memos, procedural updates, and internal bulletins for distribution;
• Responds to routine inquiries related to scheduling, compliance, or procedures;
• Provides occasional MSA coverage in inpatient areas to support patient movement, document handling, or front desk inquiries.
• Manages timecards for complex 24/7 inpatient schedules across T38, HT38, and TS employees; validates leave, overtime, and tour changes in VATAS;
• Resolves discrepancies; provides biweekly and monthly reports on attendance, OT usage, and variances
• Holds and manages a Government Purchase Card (GPC) to execute authorized micro-purchases for the unit or Division;
• Submits supply and service orders that align with approved needs and complies with VA procurement policies;
• Reconciles monthly purchase card statements in a timely and accurate manner;
• Resolves discrepancies with vendors or fiscal staff; tracks and reports purchase trends to identify recurring needs or cost-saving opportunities;
• Serves as a backup purchasing resource for other GEC units when requested by the supervisor

Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level.

Work Schedule: Monday- Friday, 7:30am- 4:00pm

Telework: Ad-hoc, available

Virtual: This is not a virtual position.

Position Description/PD#: Program Support Assistant/ PD25337A and PD253364

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.