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USAJOBS · 1 month ago

Program Support Assistant (EHRM)

Madison, Wisconsin, USA

Full-time

Onsite

Entry Level

$45K/yr - $58K/yr

1+ years exp

USAJOBS is seeking a Program Support Assistant to join the Veterans Health Administration. This role involves providing comprehensive administrative support to various healthcare services, including managing communications, scheduling, and documentation for the Chief of Staff and other program offices.

ConsultingGovernmentHuman ResourcesInformation TechnologyInternetStaffing Agency

No H1B

U.S. Citizen Only

Responsibilities

Route incoming phone calls to as needed

Coordinate staff meetings, including coordination of schedules to find meeting times, sending out meeting invitations, reserving conference rooms, preparing agenda, taking minutes, following up on action items and sending reminders

Performs a wide variety of administrative tasks associated with maintaining and supporting the work performed within the Service. Such work includes a variety of administrative functions necessary to the smooth management work and ranges from correspondence and information control to tracking supplies and services

Acts as the primary liaison between the program offices and administrative offices outside the organization

Generates a variety of documents such as letters and reports

Utilizes basic software and printing functions

Integrates several types of software to generate specific working documents and forms such as spreadsheet, database, word processing, graphics, and other similar products

Selects appropriate system, application, and format

Performs administrative and/or clerical procedures to support a variety of office functions

Monitors and controls correspondence and records throughout the service

Receives and monitors externally and internally generated correspondence and inquiries

Maintains a correspondence control system which monitors the receipt and distribution of correspondence

Follows up to ensure observance of deadlines and coordination of internal comments and clearance

Acts as primary timekeeper for time and attendance for assigned personnel

Serves as a resource for information, policy and procedures related to time and attendance and liaison to the payroll department

Inputs reason codes and tracks and verified accuracy of overtime and contracted hours and costs

Maintains service schedules

Assists with the management of the service calendars, schedules appointments, coordinates meetings, and/or schedules conferences

Based on the subject matter of the meeting, may handle administrative details of meetings and conferences

Resolves scheduling conflicts, rescheduling appointments and printing documents needed for the day

Serves as a Talent Management System (TMS) Coordinator

Serves as the Automated Data Processing Application Coordinator (ADPAC) for the service

Qualification

Administrative SupportCustomer ServiceTimekeeping DutiesTyping ProficiencyOrganizational AwarenessManages InformationIdentity Management

Required

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

All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment

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

Subject to background/security investigation

Selected applicants will be required to complete an online onboarding process

Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP)

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

Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-5 in the normal line of progression for the occupation in the organization

Typing Proficiency Requirement: In addition to meeting the required specialized experience, applicants for this position must show possession of the following typing proficiency

You will be rated on the following Competencies for this position: Customer Service, Identity Management, Manages and Organizes Information, Organizational Awareness

Experience refers to paid and unpaid experience, including volunteer work done through National Service programs

Physical Requirements: The work is administrative in nature, primarily sedentary

Work Environment: Work is performed in a virtual office setting and requires the use of numerous communication modalities

Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications