Administrative Support Assistant

Summary

The incumbent is the Mental Health Panel Management (MHPM) Coordinator for the Behavioral Health Interdisciplinary Program (BHIP) within the Mental Health Service. The incumbent works in collaboration with the BHIP Program Managers, BHIP Program Coordinators, BHIP Mental Health Treatment Coordinators (MHTC), BHIP Team Leads, and the rest of the clinic staff.

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Duties

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Major Duties:

• Knowledge of an extensive body of management and/or program analysis technical rules, guidelines, regulations and precedents and knowledge of the basic objectives and policies governing various management or program operations.
• Skill in applying basic data gathering methods, such as standard interviewing or surveying techniques to collect various types of factual information.
• Knowledge of PCMM software, Mental Health's Strategic Plan, overall impact PCMM reports have on a medical center decision, medical center's overall system of providing care to Veterans, medical centers and V AMC's organizational system, VistA, DHCP CPRS, and PCMM software and medical center policies and procedures.
• Advanced ability to extract, correlate and analyze patient encounter and provider workload data relative to Mental Health and make recommendations to management.
• Knowledge of office management policies, procedures, and organizational functions of the VATVCBHCS and the Mental Health Service Line to organize and manage a wide variety of internal and external reports.
• Knowledge of duties, ability to prioritize work, plan office activities, and to perform non-routine assignments independently.
• Advanced knowledge of methods used to gather, analyze, and evaluate information concerning management processes, draw conclusions, and recommend appropriate action.
• Advanced knowledge and operating skills, using personal computer and computer applications ( e.g. Microsoft Office: Word, Excel, PowerPoint, Outlook, Teams), electronic mail (Internet, Intranet, Outlook) for correspondence, interoffice communications, and reports as well as knowledge of various telehealth technologies utilized within the service line.
• Advanced knowledge of data platforms such as VSSC, Pyramid, and BISL is necessary.
• Knowledge and ability to communicate with employees at various levels; use of discretion in confidential matters related to the service, personnel, and patients.
• Knowledge of VISTA and CPRS computer programs for reviewing and tracking patient consults, specialty mental health clinics, and electronic mail messages.
• Knowledge of VA administrative policies and procedures is required. The incumbent will utilize such knowledge to eliminate conflicts and duplication in office procedures and improve the efficiency and effectiveness of workflow in the daily operation of the Service as it relates to patient care, and house staff.
• Thorough knowledge and skills to recognize the dimensions of the problems involved, collect the necessary information, establish the facts, and take or recommend action based upon application or interpretation of established guidelines.
• Knowledge of other microcomputer software programs used in the program to include database management programs.
• Advanced knowledge of the responsibilities of the Mental Health Service line as well as individual members in order that correspondence, and/or problems can be triaged to appropriate individuals.
• Knowledge and skill in oral and written communications techniques and processes, such as communicating detailed technical information in a clear, logical, and concise manner.
• Knowledge of Joint Commission regulations to meet requirements, prepare for surveys, and to help prepare specific requirement such as local policy and procedures.
• Knowledge developed through increasingly difficult, on-the-job training or experience dealing with the operations, regulations, principles, and peculiarities of the assigned program, function, or activity.
• The incumbent will have outstanding interpersonal skills that include conflict resolution management.
• Knowledge of a wide range of administrative and clinical background, with emphasis on program planning and evaluation, resource management, communication, and public relations.
• Ability to develop productivity and performance reports and dashboards.
• Ability to manage and analyze data for presentation to facility and leadership for use in planning, development, and operations.

Work Schedule: Monday - Friday, 8:00am-4:30pm

Telework: This position is not telework eligible.

Virtual: This is not a virtual position.

Position Description/PD#: Administrative Support Assistant/ PD012900

Relocation/Recruitment Incentives: Not Authorized

Permanent Change of Station (PCS): Not Authorized

Requirements

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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 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, 09/25/2026.

You may qualify based on your experience as described below:

• 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. Examples of specialized experience would typically include, but are not limited to: Knowledge of an extensive body of management and/or program analysis technical rules, guidelines, regulations and precedents and knowledge of the basic objectives and policies governing various management or program operations. Skill in applying basic data gathering methods, such as standard interviewing or surveying techniques to collect various types of factual information. Knowledge of PCMM software, Mental Health's Strategic Plan, overall impact PCMM reports have on a medical center decision, medical center's overall system of providing care to Veterans, medical centers and V AMC's organizational system, VistA, DHCP CPRS, and PCMM software and medical center policies and procedures. Advanced ability to extract, correlate and analyze patient encounter and provider workload data relative to Mental Health and make recommendations to management. Knowledge of office management policies, procedures, and organizational functions of the VATVCBHCS and the Mental Health Service Line to organize and manage a wide variety of internal and external reports. Knowledge of duties, ability to prioritize work, plan office activities, and to perform non-routine assignments independently. Advanced knowledge of methods used to gather, analyze, and evaluate information concerning management processes, draw conclusions, and recommend appropriate action. Advanced knowledge and operating skills, using personal computer and computer applications ( e.g. Microsoft Office: Word, Excel, PowerPoint, Outlook, Teams), electronic mail (Internet, Intranet, Outlook) for correspondence, interoffice communications, and reports as well as knowledge of various telehealth technologies utilized within the service line.

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.

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

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 States Constitution.

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A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.

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Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.