This position serves as a Program Support Assistant for the Mental Health Program at the Albany VA, working under the direction of the Mental Health Chief and Administrative Officer. This position provides problem solving skills on quality improvement processes, performs data collection, monitors employee workload developing monthly encounter reports, identifying trends, and areas for improvement, analysis and draft reports to support the clinical operations of the Mental Health Service.

Duties

The Primary function for this position will be to actively perform complex administrative tasks for the Mental Health Service. The incumbent is located in the Mental Health Service Line at the Albany Stratton VA Medical Center. This position provides support functions for not only the main facility, and 11 community-based outpatient clinics (CBOCs). direct support of senior executive leadership aligned directly under the Mental Health administrative officer with direction of the Chief of Mental Health. provides timely analysis and reporting related to clinic grid management, consult monitoring, Return to Clinic (RTC) standard of work adherence, next available appointment identification for rapid patient assignment, and identification of barriers to access (urgent/crisis access, new patient access, and sustained access). develops, implements, and maintains the tracking, storage, logging, and destruction of documents related to the running of the Mental Health Service. manages the Mental Health and Suicide Prevention staff meetings to ensure the Medical Staff Bylaws are followed, appropriate reports are submitted, and necessary staff attend, in addition will gather and organizes narratives and statistical information using descriptive and predictive analytic tools available from a variety of sources to include VistA reports, CPRS, VSSC, Clinic Practice Management Dashboard, Pyramid Analytics, PEC Portal, and MH Profile-Summary- Power BI. functions as the Program Support Assistant to the Suicide Prevention Coordinator and Community Engagement Partnership Team, who is a direct report to the Chief of Mental Health, and as such, relieves him/her of administrative details, and meets identified daily/weekly huddles providing appropriate briefing for equipping clinical leadership and psychiatric team leads in problem solving supply/demand needs. manages assigned actions, monitors status, prioritizes activities, and provides comprehensive status updates to the Chief of Mental Health and other members of the Mental Health leadership. identifies the stakeholders, advises them what is needed to complete the action, prioritized tasks as they are received to ensure they are responded to as necessary, maintains an electronic tracker and advises Mental Health leadership on the status and when items are ready for review or submission. As the Suicide Prevention Coordinator and Community Engagement Partnership Team's administrative support, the incumbent arranges for all issues related to travel, scheduling of visits, hotel reservations, completion of necessary forms, etc. The incumbent must have a thorough knowledge of related computer software such as the VISTA system, Microsoft Office Suite, etc. and must be knowledgeable enough to train and guide subordinate staff in their use. acts as the alternate timekeeper for subordinate clerical staff and is required to cover for subordinate staff during absences. processes incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written communication. Performs the following types of duties: edits letters, composes letters and reports, reviews correspondence for accuracy and completeness, prepares public presentation outlines, and develops standard or form letters and replies to inquiries utilizing Word, Excel, and Adobe. Provides general clerical mail and correspondence services such as preparing a variety of recurring reports, reviewing outgoing correspondence for proper attachments, or consolidating/coordinating submittals of information. Researches, files, and assembles background information on the subject of incoming material prior to referral. receives, schedules, refers, and contacts members of the staff, agency, and persons outside the agency ranging from other government agencies to the public. receives Chief of Mental Health telephone calls and visitors, and screens them to determine the nature of business, responds to inquiries of matters related to established policies, patient and/or employee complaints, or requests for information. manages and maintains the Facility's Policies, SOP's (Standard Operating Procedures) and Memorandums. maintains the Chief of Mental Health and Mental Health Leadership calendars, schedules all his/her appointments, independently commits him/her for attendance at meetings, conferences, and speaking engagements and secures pertinent background material for his/her use. Obtains and monitors the use of services, supplies, or equipment for the office. Justifies and requests replacements for outdated equipment by identifying the outdated equipment, gathering relevant information on office equipment, or requesting office equipment for own work area. Work Schedule: Monday - Friday 8:00am-4:30pm Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD38482O Relocation/Recruitment Incentives: Not authorized Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 09/28/2023. 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-6 position you must have served 52 weeks at the GS-5. 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 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: providing administrative and clerical support to a multi-disciplinary team in support of the mission of the organization. This includes filing, calendar management, managing phone lines, reporting, and mail. strong ability to work independently to organize and prioritize duties and responsibilities; manage timesheets; manage supplies and equipment; demonstrate tact when communicating with the public while responding timely and accurately. You will be rated on the following Competencies for this position: Customer Service (Clerical/Technical)FlexibilityInterpersonal EffectivenessManages and Organizes InformationManages ResourcesPlanning and Evaluating Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience. Note: A full year of work is considered to be 35-40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment. Physical Requirements: The work is sedentary. It occasionally requires carrying of light objects such as files, books and papers; some walking, standing and bending. No special physical qualifications are required. 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

There is no educational substitution at this grade level.

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: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.

Contacts

• Address Samuel S Stratton VA Medical Center - Albany 113 Holland Ave Albany, NY 12208 US
• Name: Crystal Collier
• Email: [email protected]