The position serves as the MHS Program Support Assistant (PSA) for the Chief, Mental Health Service (MHS) and is a key member for the administrative team of Mental Health Service. In this capacity, he/she works with the Chief, MHS, Section Chief, CBOCs and the Administrative Officer (AO) for the MHS.

Duties

Major Duties Responsible for specialized work encompassing such issues as workplace environment, information management, and other related duties related to overseeing the management of mental health administrative operations. Administrative responsibilities include data gathering, analysis, tracking, trending and reporting, recruitment responsibilities, fiscal duties including expenditure tracking, interactions with veterans, their families and representatives, writing, reports and controlled correspondence, and other duties as assigned. The incumbent is responsible for the following: managing the calendar for the Section Chief, CBOCs, routing, assigning actions and logging data of correspondence, receiving/reviewing/responding to incoming mail, performing a variety of word processing assignments, maintaining a suspense file of all correspondence. Independently composes memoranda for Chief, MHS, Section Chief, CBOCs, and/or Administrative Officer signature as required of MHS. Acts as a liaison between Mental Health Service Chief, Section Chief, CBOCs, and the Information Management Service regarding clinical information within Mental Health Service. Assists in tracking incomplete encounter forms from outpatient clinics on a weekly basis, running the relevant reports to identify these forms, and then working with individual residents, physicians and Mental Health leadership as necessary to correct both individual incomplete encounters and the training and/or practice patterns of providers who persistently fail to complete records. Assists in tracking of unanswered inpatient and outpatient consults on a weekly basis, running the relevant reports to identify these forms, and then working with individual residents, physicians, and the Mental Health leadership as necessary to correct individual unanswered consults and the training and/or practice patterns of providers who persistently fail to complete records. Assists in tracking the appointment management of outpatient consults to the various Mental Health clinics on a weekly basis, including timing of consult receipt, review, appointment, and completion. Works with Mental Health leadership as necessary to improve efficiency and achieve compliance with performance standards. Makes projections of clinic workload and backlog based upon clinic backlogs, capacity, and throughput, and prepares recommendations and reports to Mental Health leadership on the adequacy of clinic staff and capacity. Responsible for coordination and reporting of all safety and Emergency Response Planning for the Community Based Outpatient Clinics under the Mental Health Service Line. Ensures met requirements for Mental Health Service by serving on Emergency Management Committee, completing annual Emergency Response Plans, and completion of all required testing as requested. Incumbent will serve as a representative for MHS on various committees related to mental health utilization and inpatient flow. The incumbent will be responsible for time and motion studies, reviewing and auditing various services and departmental processes. Incumbent will play a key role in the development of process improvements and/or enhancements. The incumbent will interact with Service Chiefs, and VAAAHCS top management in supporting the many measures associated with patient flow. Assists in investigating patient complaints and incidents, responds and documents outcome, and coordinates action with appropriate staff. Assists in responding to Congressional inquiries, and prepares reports and/or responses for signature of the Director. Discusses in person or by phone with patients and/or their families specific issues and designs methods of monitoring the feedback of patient satisfaction with functioning of the clinic. Considers the health care systems strategic goals of maximizing current and future resources, improving clinical delivery and continuum of care, promoting a positive image and customer satisfaction within the service. Conducts special programs or studies to analyze, evaluate, and provide recommendations on administrative programs or issues. Carries out studies, reviews, and audits of Mental Health programs to include the VA Medical Center in Ann Arbor, as well as six CBOCs Work Schedule: Monday - Friday, 7:30am - 4:00pm Telework: This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD926590 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Authorized Permanent Change of Station (PCS): 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, 04/22/2024. 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-7 position you must have served 52 weeks at the GS-6. 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. Interchange Agreement: Applicants must be eligible under the VA Interchange Agreement, having served continuously for at least one year in the other merit system under this interchange agreement. For more information regarding the VA Interchange Agreement please visit: https://www.opm.gov/policy-data-oversight/hiring-authorities/competitive-hiring/. You may qualify based on your experience and/or education as described below: Specialized Experience: Examples of specialized experience would typically include, but are not limited to: Providing administrative support to a team, including but not limited to time keeping, receiving and screening phone calls, filing, taking minutes, arranging travel, maintaining appointment calendars, coordinating meetings, conference calls, and ordering supplies. Using various Microsoft Office programs, database programs and office equipment. Assisting in departmental problem solving and planning alternative solutions. Preparing reports, assisting in planning, reviewing and reporting data, and statistical results. NOTE: Must be reflected in your resume. You will be rated on the following Competencies for this position: CommunicationsData ManagementFlexibilityManages and Organizes InformationOrganizational Awareness 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 involved is primarily sedentary in nature and involves dealing with persistent demands from a variety of sources that can be regarded as multiple competing demands. Some walking, standing, bending, and carrying of light items is involved in hand delivery and pick up of documents and files. It involves the frequent use of office equipment including the telephone, copier, personal computer, printer and mainframe terminals. The incumbent is expected to use proper preventive ergonomic techniques to perform duties. 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.

Contacts

• Address Ann Arbor VA Medical Center 2215 Fuller Road Ann Arbor, MI 48105 US
• Name: Justin Pongtornwatchakorn
• Phone: 2162091252
• Email: [email protected]