Program Support Assistant

Job Title

Program Support Assistant

Duties

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Major duties include but are not limited to:

• Coordinates administrative workflow activities among Mental Health programs, Administrative Officers, clinical leadership, Health Administration Service, Human Resources, Information Technology, and other VA services to facilitate efficient operations and timely resolution of routine administrative issues.
• Manages and maintains leadership calendars; schedules, coordinates, and prepares materials for weekly and monthly meetings, including Microsoft Teams video conferences, town halls, and stakeholder committee meetings.
• Prepares, reviews, proofreads, and distributes a variety of administrative documents including correspondence, memoranda, reports, memos, and briefing materials. Drafts replies to incoming correspondence as authorized by the supervisor.
• Maintains an adequate level of administrative supplies for the service and initiates procurement requests as needed through appropriate VA supply channels.
• Ensures HIPAA compliance and data security in all administrative functions; manages sensitive information in accordance with VA privacy policies and the Privacy Act.
• Coordinates consult management, patient access, scheduling activities, encounter completion, and related administrative workflows across multiple Mental Health programs. Monitors workload, identifies workflow delays or operational barriers, coordinates resolution of routine issues with program staff, and escalates matters requiring management action.
• Coordinates discharge appointments for Veterans transitioning from inpatient to outpatient mental health care when applicable, ensuring timely scheduling of follow-up services across clinical disciplines, community providers, and VA programs.
• Contacts patients directly to schedule appointments and communicates access and scheduling information clearly; monitors patient access performance metrics and ensures timely scheduling in compliance with VA Access Standards.
• Prepares and maintains consult management reports; oversees completion of patient care encounters, progress notes, unsigned notes, and clinical reports within timeframes established by supervisory staff.
• Coordinates the preparation and maintenance of the monthly When/ER Coverage schedule for Mental Health Service.
• Monitors, tracks, and maintains MH records in accordance with VA Records Management policies, working in coordination with the facility Records Manager and Privacy Officer.
• Manages and oversees data collection and entry into VA automated systems including CPRS, VistA, and related electronic health record platforms. Monitors correct entry of statistical data and generates routine and ad hoc reports as directed.
• Maintains master logs and tracking systems supporting compliance activities, audits, action items, workload management, and operational performance across multiple Mental Health programs.
• Identifies trends requiring follow-up, coordinates corrective actions with responsible staff, and provides operational information to the Administrative Officer and Mental Health leadership.
• Prepares and submits data for quarterly SOP 33 and CCC audits for Mental Health Brooklyn.
• Assists in the creation of annual reports, audits, suspense projects, and data pulls; reports information at various levels from local to VISN and national as directed.
• Receives and screens all telephone calls for MH leadership; exercises judgment in routing calls appropriately to the Director, Chief of Psychiatry, or Administrative Officer. Provides information and assistance to callers in a professional and courteous manner.
• Serves as backup timekeeper for MH using the automated time and attendance reporting system; ensures accurate and timely payroll submissions in coordination with the primary timekeeper.

Work Schedule

Full-time, Monday - Friday, 8:00am - 4:30pm

Position Description/PD#: Program Support Assistant/

PD630-14126

This occupation is being considered for a Veterans Health Administration enterprise-wide Critical Skills Incentive (CSI). Candidates may be eligible for a lump sum CSI. The amount of lump sum CSI is determined based on appointment date and may be pro-rated as determined by the end date of the CSI. Eligible candidates will be required to sign a service agreement agreeing to an obligated service period and failure to complete the obligated service period may result in a debt for the unearned portion of the CSI. This occupation is currently approved for a Veterans Health Administration enterprise-wide Critical Skills Incentive through [insert date]. Candidates may be eligible for a lump sum CSI for a pro-rated amount if onboard prior to the CSI expiration date. Eligible candidates will be required to sign a service agreement agreeing to an obligated service period and failure to complete the obligated service period may result in a debt for the unearned portion of the CSI.