The incumbent is assigned to the Mental Health Service (MHS), reporting to the MHS Administrative Officer (AO). The incumbent functions as the Program Support assistant for the MHS, which includes, Acute Care, General Outpatient Clinics, Psychosocial Rehabilitation, Family Services, Traumatic Recovery Center, Suicide Prevention, Mental Health Residential Rehabilitation Treatment, Vocational Rehabilitation, Primary Care Mental Health Integration, Substance Use Disorders, and Homeless Programs.

Duties

Duties Administrative Support: Develops reporting procedures, sampling techniques, and measurements at various points in the transaction process or business cycle to identify problem areas or inherent weaknesses in work processes, procedures, information systems and content. Monitors indicators to provide objective evidence of the effectives of quality procedures and controls. Identifies operational activities that meet, exceed, or fail to meet established criteria. Uses standard qualitative and quantitative measurement techniques to report on status to assigned subject areas. Monitor's quality program implementation and indicators designed to prevent erroneous transactions and ineffective work practices and to verify adherence to quality plans and requirements. Evaluates policy reviews as needed, writing policies and monitors policies, standard operating procedures, and charters related to Mental Health Services, Mental Health Intensive Case Management, Post Traumatic Stress Disorder, Psychosocial Rehabilitation, Recovery Center, Substance Use Disorder programs, Vocational Rehabilitation, Smoking Cessation, Military Sexual Trauma, and Suicide Prevention. Works closely with the Administrative Officer playing a key role in strategic planning for the facility programs. Coordinates information for the Service Line Programs and plays a role in monitoring access to care and Veteran satisfaction. Helps coordinate educational programming related to care for Veterans enrolled in the multiple program areas. Collects data and develops performance reports. Analyzes monthly and quarterly performance reports for problem areas and trends. Coordinates between services lines/program areas and analyzes outreach efforts to ensure access to needed care. Monitors success in all areas of gender specific performance. Incumbent serves as backup Automated Data Processing Applications Coordinator (ADPAC) for the Mental Health service line and supports staff to ensure access to needed programs and applications. Incumbent supports service line in various administrative functions such as creating Agendas with input from the Program Manager(s), facilitating Meetings and taking minutes and reviewing Equipment and Inventory Lists (EIL) with supervisors and entering orders for equipment purchases using the EER/CPRC system. Assists in investigation, retrieving and integrating medical records related to mental health into the electronic medical record, alerting providers of need to review and act. Monitor of Programs, Policies and Procedures Monitors developed programs to ensure that quality provisions and metrics which are planned, created, and implemented to identify, prevent, and correct unsatisfactory conditions and elements which influence the regulatory correctness and responsiveness of transactions and services. Develops training materials, presentations, and information packages based on samples or guidance from senior staff, local and national committees, develops materials to convey program information to target audience. The incumbent will complete data gathering and complete reports, including but not limited to reports for the outpatient Mental Health, Mental Health Intensive Case Management Clinic, Post Traumatic Stress Disorder Clinic, Psychosocial Rehabilitation Recovery Center, Substance Use Disorder programs, Vocational Rehabilitation, Smoking Cessation, Military Sexual Trauma, and Suicide Prevention compliance. The incumbent will provide administrative assistance with Mental Health contracts. Program Support and Special Projects Investigates and analyzes quality trends or condition and initiates corrective actions, monitors qualitative and quantitative measurements to identify quality program trends. Indefinites area requiring further analysis. Recommends approaches to senior staff. Designs studies, training programs and organizational strategies for identifying opportunities to improve customer service and process quality. Identified discrete steps of simple transaction processes or routine business practices that might be opportunities for applying standard quality improvement techniques. Other duties as assigned Work Schedule: Monday-Friday, 8:00am-4:30pm Telework: Ad-hoc Position Description/PD#: Program Support Assistant/PD92717A Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 08/06/2024. 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-07 position you must have served 52 weeks at the GS-06. 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. Specialized Experience: You must have at least one (1) full year of specialized experience equivalent to the next lower grade level (GS-6) in Federal Service, that has equipped you with the particular knowledge, skills, and abilities to perform successfully the duties of the Program Support Assistant position, and that is typically in or related to the work of this position. Specialized experience includes: providing administrative and technical support for the management of various programs; maintaining databases and utilizing various software programs; assisting in the planning, review, and reporting of data/statistical results of program/project studies; generating a variety of reports; reviewing all incoming correspondence, reports, memoranda, screens material for suspense dates prior to distribution, establishes controls, and ensuring supervisory follow up; scheduling appointments; composing letters, reports, reviews correspondence for accuracy and completeness, prepares public presentation outlines, and develops standard or form letters and replies to inquiries; answering and screening call and faxes; and, greeting in-person appointments and communicates presence to appropriate staff members. This experience must be detailed in your resume to receive credit. You will be rated on the following Competencies for this position: Administration and ManagementCustomer Service (Clerical/Technical)FlexibilityInterpersonal SkillsKnowledge Management 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: This job involves office work and is mostly sedentary in nature. 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 Dayton VA Medical Center 4100 West Third Street Dayton, OH 45428 US
• Name: Suzannah Haley
• Email: [email protected]