Program Assistant Jobs in Mukwonago, WI (NOW HIRING)

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?
DIRECT HIRE AUTHORITY: This position is being filled using Direct-Hire Authority (5 CFR 337.205) for this occupation.
Learn more about this agency
Duties
Help
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; compares
• 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 PD25336A
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
Help
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 is primarily sedentary, performed at a computer workstation. Occasional walking, standing,
  lifting of records or supplies (under 25 lbs.), or movement between administrative and clinical areas may be 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 (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 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 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, 08/06/2026.
You may qualify based on your experience and/or education as described below:
GS-5 Specialized Experience:You must have one year of specialized experience equivalent to at least the next lower grade GS-4 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Strong communication and interpersonal skills to coordinate with staff across clinical and
administrative areas. Detailed knowledge of privacy, confidentiality, and data protection laws including HIPAA, the Privacy Act, and VA information security policies. Familiarity with VA performance improvement principles, safety practices, infection control standards, and equipment use in a healthcare setting. Coordinate meeting logistics, prepare agendas, manage correspondence, and maintain time-sensitive documents with minimal supervision
-OR-
Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed full 4-year course of study, above high school, leading to a bachelor's degree in a field for which high school graduation or the equivalent is the normal pre-requisite. NOTE: Transcripts must be submitted with application. Education cannot be credited without documentation
-OR-
Combination: Applicants may also combine education and experience to qualify at this level. You must have equivalent combination of successfully completed post-high school education and specialized experience directly related to the work of the position as outlined above that meets the requirements of the position. NOTE: If using education combined with specialized experience to qualify, a copy of your transcript is required.
GS-6 Specialized Experience: You must have at least one (1) full year of specialized experience at the GS-5 level that equipped you with the knowledge, skills and abilities to perform successfully the duties of the Program Support Assistant position, and that is typically in or related to the duties of this position. Specialized experience includes: Strong communication and interpersonal skills to coordinate with staff across clinical and
administrative areas. Detailed knowledge of privacy, confidentiality, and data protection laws including HIPAA, the Privacy Act, and VA information security policies. Familiarity with VA performance improvement principles, safety practices, infection control standards, and equipment use in a healthcare setting. Coordinate meeting logistics, prepare agendas, manage correspondence, and maintain time-sensitive documents with minimal supervision. Proficiency in Microsoft Office (Excel, Word, Outlook), SharePoint, and VA systems such as VistA, VATAS, BMS, and HR Smart, with the ability to extract and compile operational data. Working with scheduling systems, time and leave policies for Title 5 and Title 38 employees, and the ability to reconcile complex schedules with varied tours, pay entitlements, and leave statuses. Data entry, document formatting, proofreading, and written communication using VA standards and terminology.
For more information on these qualification standards, please visit the United States Office of Personnel Management's website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/.
Education
A transcript must be submitted with your application if you are basing all or part of your qualifications on education.
Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.
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.
Receiving Service Credit for Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed.
This job opportunity announcement may be used to fill additional vacancies.
The Interagency Career Transition Assistance Plan (ICTAP) and 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 http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/.
Expand Hide additional information
Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United Stat