Summary This position is organizationally located in the Mental Health Service Line (MHSL) at the James E. Van Zandt VA Medical Center, under the supervision of the Supervisory Administrative Specialist (SAS). With the increased complexity of services, both in terms of the augmented staff, as well as the focus on new initiatives, accountability and responsibility for the implementation and growth of new and existing programs necessitate enhanced administrative support. Responsibilities Assists space and equipment programs; assists HR/Equipment/Space Utilization Programs; assists the SAS and Chief, MHS, and with administrative policies, resource utilization and workload projections within the Care Line or service. Assists in the initiation or revision of administrative policies in the professional services Assist the Administrative Officer with ongoing training and assistance to new and existing personnel regarding business operations policies and procedures. Collection of data, preparation of clinic grids, analysis of data for Pay for Performance for physicians. Responsible for oversight of completion of provider educational requirements as a Talent Management System Administrator. Incumbent is responsible, in close collaboration with the SAS and AO, for monitoring, documenting, ensuring proper application of, and reporting on access measures and contingency coverage in Care Line services on a daily basis. The incumbent supports, coordinates, and assists the respective Service Chiefs, SAS and AO in optimizing appointment access and clinic utilization The incumbent is responsible for monitoring, collecting, and reporting on a regular monthly basis to the SAS and Chief, MHSL. The incumbent is responsible to monitor and provide follow-up to the Chief, Mental Health and SA, as well as respective MH Supervisors on a regular basis and report status of miscellaneous performance measures and monitors such as; Open Encounters, Pending Consults, status of PKI for providers, delinquent reports, signed/unsigned clinical documents, view alerts, etc., and providers' TMS/Education/MATs training reports to MH Chief, SAS, AO, and respective MH Supervisors on a monthly basis. The incumbent assists and provides support to the AO on the procurement, and property management/EIL responsibilities. The incumbent must be certified as a Contracting Officer Representative (COR) which includes 40 hours of training and certification every two years, in order to serve as the assistant and back up to the Administrative Officer in acquiring and managing contracts, equipment, and certifying invoices. Incumbent is responsible to work closely and collaboratively with all MH Supervisors, AO & SAS, Quality Management Office, as well as the facility Accreditation Specialist in keeping necessary documents, filing, recording of Accreditation meetings and ensuring clinic schedules are adjusted for meetings. Prepares procurement requests, evaluates proposals for work, and initiates COR actions as required in accordance with Federal Acquisition Regulations. Establishes and oversees procedures for the receipt, review and follow-up on requisitions for purchases from federal and specific purpose funds. Performs other related duties as assigned. Work Schedule: Monday-Friday 8:00 am - 4:30 pm Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. 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 Assistant/PD020780 Relocation/Recruitment Incentives: Not authorized Critical Skills Incentive (CSI): Not approved Permanent Change of Station (PCS): Not authorized Financial Disclosure Report: Not required Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job Selective Service Registration is required for males born after 12/31/1959 You may be required to serve a probationary period Subject to background/security investigation Selected applicants will be required to complete an online onboarding process Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) - See "Additional Information" below for details. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 02/01/2024. 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-05. 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-05 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Collects and analyzes data from numerous databases to create multiple monthly reports. Assists in application of quality standards to identify problem areas and weaknesses, develop monitors and report actions taken and their results. Maintains a filing system, records meetings and adjusts clinic schedules to accommodate for meetings. Tracks and reports the completion of provider educational requirements. Monitors expenditures in fund control points and certifies invoices. Assists in acquiring and managing contracts, procurement of equipment and property management. You will be rated on the following Competencies for this position: Administration and Management Clerical Database Administration Manages Resources Technical Competence 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, although routine walking is required in order to be present in clinics when needed, some slight physical effort may be 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. Additional Information This job opportunity announcement may be used to fill additional vacancies. Pursuant to VHA Directive 1193.01, VHA health care personnel (HCP) are required to be fully vaccinated against COVID-19 subject to such accommodations as required by law (i.e., medical, religious or pregnancy). VHA HCPs do not include remote workers who only infrequently enter VHA locations. If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date. The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required accommodation from this requirement using the reasonable accommodation process. If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement.