Management Assistant

Summary 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? Responsibilities The incumbent serves as a resource to Surgical Care Management located at the Milwaukee VA Medical Center, assisting in the accomplishment of duties and expectations related to Surgical Clinic Operations. The incumbent recommends solutions for the efficient conduct of patient care activities. He/she helps develop appropriate policy and procedure recommendations to effect necessary changes in the overall administrative course of the Surgical Care clinics. Major Duties: Serves as a resource to Surgical Care Management and recommends solutions for efficient conduct of patient care activities. Develops appropriate policies and procedure recommendations to effect the necessary changes in the overall administrative course of the Surgical Care Clinics. Provides Surgical Care staff with instructions, information and other resources needed to educate and enhance their skills in terms of closing out clinic visits, scheduling options and overall clinic operational functions. Keeps abreast of changes in laws & regulations which affect veterans' medical benefit entitlement. Advises staff of changes in laws and regulations as appropriate. Ensures all necessary components and documentation are present and accurate for data capture mechanisms. Works extensively with the patient administration package and report generation packages of the VISTA System. Actively involved in the continuous quality improvement of patient care services. Makes administrative recommendations and program-specific decisions that promote the efficient use of resources with the goal of improving the timeliness and appropriateness of services provided. Works with Surgical Care management in developing continuous monitors dealing with both clinical and administrative quality assessment and improvement activities. Coordinates systematic reviews and gathers data for individual monitors. Work Schedule: Monday- Friday, 8:00am- 4:30pm Telework: This position may be authorized for telework (situational). Virtual: This is not a virtual position. Position Description/PD#: Management Assistant/PD08114A 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 Requirements Conditions of Employment 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 ( 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. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 09/02/2026. 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-7 position you must have served 52 weeks at the GS-6. 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 and/or education as described below: Specialized Experience: You must have one (1) year of specialized experience equivalent to at least the next lower grade GS-6 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Uses concepts and changes in management policies and procedures into the administration of the Surgical Care Division, gathering data and statistics for studies, reports, and surveys, perform medical administration duties and to orient and instruct professional staff in administrative clinical functions, patient scheduling, test ordering, referrals, and consultant procedures to ensure each patient is properly assisted through the process, Technical knowledge of the VISTA Clinical Profile System to set up, change, modify, and monitor clinical patient loads, Uses medical terminology, specific medications, and diagnoses to conduct medical record audits, use of personal computers, including word processing, spreadsheet, graphic report, and database software to develop and maintain databases and tracking mechanisms, sets priorities in relation to space, equipment, and manpower utilization and planning for office and equipment improvements, uses medical record technology, including medical terminology, good oral and written communication skills, using tact and diplomacy in communicating with a wide variety of employees. Preferred Experience: Possessing expertise in customer service and VATAS management (time keeping), adept at clear verbal and written communication, skilled in multitasking, and proficient in managing clinic grid cancellations efficiently. Proficient in utilizing Microsoft products, capable of organizing and facilitating team meetings while meticulously recording minutes. Demonstrating robust decision-making abilities and promoting collaboration among various departments and staff members of different seniority levels. Proficient in gathering, organizing, and monitoring data and statistical information to enhance the operational efficacy of our Surgical Care Division. Experience providing support to a surgical or clinical division, ideally including multi-specialty outpatient clinics and procedural services. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at Education There is no educational substitution at this grade level. Additional Information Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act. Reasonable Accommodation (RA) Requests: If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application. Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case-by-case basis. If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision. You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments if you received the link after the close of the announcement. To determine if you need a RA, please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments. This job opportunity announcement may be used to fill additional vacancies. The Career Transition Assistance Plan (CTAP) provide eligible displaced VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at