The Battle Creek VAMC is hiring a Program Support Assistant to serve in the Psychiatry Service. This position will assist the service in a variety of administrative functions related to program responsibilities.

Duties

The Program Support Assistant for Battle Creek Mental Health Clinic (MHC) Psychiatry Service reports to the Program Manager, Battle Creek Outpatient MHC. The purpose of this position is to assist the Battle Creek MHC and Lansing CBOC MHC in a variety of administrative functions at the Battle Creek MHC, Battle Creek, Michigan and Lansing CBOC MHC, Lansing, Michigan. The staff consist of several disciplines (Psychiatrists, PAs, NP's Psychologists, Social Workers, Peer Support Specialists, and MSA's). PRINCIPAL DUTIES AND RESPONSIBILITIES All major duties are performed independently with minimal guidance by the Program Manager. Duties include, but are not limited to: OFFICE SUPPORT 40% The incumbent receives all telephone calls and visitors for the Battle Creek MHC. Based on the nature of the calls or business of the visitors determines which can be answered personally, and which require the Program Manager's attention, or should be referred to the appropriate Service. reviews reports, actions, and correspondence prepared for signature notating errors and submitted to management for correction prior to presentation. The incumbent is responsible for a wide range of agency activities including coordinating provider reviews for Ongoing Professional Practice Evaluations (OPPEs). The incumbent reviews outgoing correspondence for proper attachments or consolidating/ coordinating submittals of information. Coordinates closely with respective section to make sure that correspondence meets the necessary format and criteria. Serves as the POC and Records Liaison for all record keeping within Battle Creek MHC and Lansing CBOC MHC maintaining up to date and accurate accounts of all records kept for Battle Creek MHC and Lansing CBOC MHC. Drafts and submits all disposition requests in accordance with RCS 10-1 and record liaison policies as well as properly destroying all records no longer needing kept. Manages the calendars of the staff to include the scheduling of appointments, interviews meetings, training, and travel. Incumbent is assigned to schedule room reservations Battle Creek MHC and Lansing MHC. Briefs staff prior to appointments or calls and provides required reference material. Maintains daily suspense; tracks actions items, maintains spreadsheets and tracks all action items to completion. Is responsible for requesting, collecting, and summarizing input from clinical services for completion of surveys/reports for external agencies. The incumbent is responsible for a wide range of agency activities Independently tracks, enters, maintains policies, memorandums, agendas, and minutes into automated information systems. Maintains and updates skill levels on all MS Office software. Provides supports and assistance about clerical and correspondence issues. serves as a liaison between the Battle Creek MHC and Lansing CBOC MHC and other services and programs for a variety of routine clerical matters, and independently performs a variety of routine clerical functions. In addition, the incumbent will provide clerical support to regular routine office operations including serving as a receptionist, supply ordering, preparation of correspondence, transcribing meeting minutes, etc . PROGRAM SUPPORT 45% Train all new staff on how to properly use the VATAS timekeeping system. Coordinates employee separation and completes required exit and clearance documents. Runs daily, weekly, and monthly reports which include but are not limited to: Encounter Action Required Reports, Signed and Un-Co-Signed Progress Note Reports and multiple Consult Reports. Acts as a sponsor for employee USAccess cards (PIV). Coordinates with Human Resources on required appointments and documentation needed for issuing new badges when needed. Coordinates requests and submits for use of Government vehicles. Serves as the POC for Talent Management System (TMS). Manages the Work Order program to include the submission, monitoring and resolution of all requests. Ordering supplies and keeping items well stocked as needed. Serves as a back up ADPAC. Customer Service 15% Performs service recovery as the customer service specialist. Research complex complaints that span multiple service lines, departments, and coordinates/collaborates between various departments and agencies. Manages the Patient Advocate Tracking System (PATS-R) for the responsible service. Monitors data related to patient complaints and compliments to identify trends, prepares charts, graphs, and drill down information for presentation to staff. Work Schedule: Mon-Fri 8:00-4:30 Compressed/Flexible: Not available Telework: Telework may be approved on an ad-hoc basis or at the supervisors discretion Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD930350

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/27/2023. You may qualify based on your experience and/or education as described below: Specialized Experience: at least (1) one year of specialized experience that equips you with the particular knowledge, skills, and abilities to perform successfully the duties of this position Specialized experience is typically in or related to the position. To be creditable, you must have one year of specialized experience equivalent to at least the GS-4 grade level. Examples of Specialized experience include: preparing correspondence, requirements for various reports, and interpreting new instructions and procedures; knowledge of various office automation software processing procedures and function keys to produce a wide range of documents that often require complex formats, such as graphics or tables within text, to edit and reformat electronic drafts, and to update and revise existing databases or spreadsheets; skilled in the use of personal computers, automated office equipment such as printers, fax machines, scanners, paper shredders, and a variety of computer software programs, which include Microsoft Office products (Excel, Word, PowerPoint, Access; etc.). Ability to maintain a customer centric environment through interfacing with public and internal customers, OR, Education: Completion of 4 years of education above High school or a Bachelor's Degree or above in any field (This education must have been obtained in an accredited business, secretarial or technical school, junior college, college or university. One year of full-time academic study is defined as 30 semester hours, 45 quarter hours, or the equivalent in a college or university, or at least 20 hours of classroom instruction per week for approximately 36 weeks in a business, secretarial, or technical school.) Transcripts must be provided with your application if you are relying on education to meet the experience requirements OR, A combination of Education and Experience: Equivalent combinations of successfully completed post-high school education and experience. NOTE: only education in excess of the first 60 semester hours (i.e., beyond the second year) is creditable toward meeting the specialized experience requirement. One full academic year of study (30 semester hours) beyond the second year is equivalent to 6 months of specialized experience. (For example: 6 months of specialized experience at the GS-4 level as outlined above AND 90 semester hours of college) You will be rated on the following Competencies for this position: Administration and ManagementClericalCustomer ServiceEducation and TrainingSecurity 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 primarily sedentary. Typically, the employee will sit comfortably and do the work. There may be some walking and/or standing, bending, and carrying of light items like paper or books. No special physical demands are required to perform the work. On occasion, the incumbent may be required to walk or ride in an automobile to various locations on and around the university campus. 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 an educational substitution at this grade level.
Completion of 4 years of education above High school or a Bachelor's Degree or above in any field.

This education must have been obtained in an accredited business, secretarial or technical school, junior college, college or university. One year of full-time academic study is defined as 30 semester hours, 45 quarter hours, or the equivalent in a college or university, or at least 20 hours of classroom instruction per week for approximately 36 weeks in a business, secretarial, or technical school. Only education in excess of the first 60 semester hours (i.e., beyond the second year) is creditable toward meeting the specialized experience requirement. One full academic year of study (30 semester hours) beyond the second year is equivalent to 6 months of specialized experience.

Contacts

• Address Battle Creek VA Medical Center 5500 Armstrong Road Battle Creek, MI 49037 US
• Name: Alexander Phillips
• Phone: 317-681-4780
• Email: [email protected]