Management and Program Assistant

This position is located within the Psychiatry and Mental Health Service at the Richard L. Roudebush Veterans Affairs Medical Center (RLR VAMC) located in Indianapolis, Indiana. The incumbent serves as the facility Mental Health Primary Care Management Module (PCMM) Coordinator for Mental Health Services at the Richard L. Roudebush Medical Center, including the associated Community Outpatient Clinics (CBOCs). The incumbent also serves as assistant to the service line leadership team.

Qualifications:

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 04/27/2026.

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.

• MINIMUM QUALIFICATIONS GS-07: Do you possess at least one (1) full year of specialized experience that equipped you with the knowledge, skills, and abilities to successfully perform the duties the Management and Program Assistant at the full performance level (GS-7), and that is typically in or related to the position to be filled. To be creditable, specialized experience must have been equivalent to at least the next lower grade level (GS-6) in the Federal service.
• Specialized experience includes experience where you were responsible for providing administrative support functions within a healthcare facility; experienced with procurement processes necessary to obtain goods and services for an office; performing automation duties using such software applications such as word processing, spreadsheet, electronic mail, desktop publishing, calendar, database and/or graphics; assisting in the formulation and execution of budget estimates to include updating budget spreadsheets which are used in briefings; collecting, compiling and tracking data and information; and researching reference materials, regulations, and standards to identify appropriate action necessary to correct problems or issues.

NOTE: Experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week.

Proficiency Requirements Clerk-Typist, Office Automation Clerk/ Assistant (any grade):

• Typing
  • An Administrative Assistant must be able to type 40 words per minute typing speed. Agencies may verify proficiency skills of self-certified applicants by administering the appropriate performance test.

You will be rated on the following Competencies for this position:

• Customer Service
• Flexibility
• Integrity/Honesty
• Interpersonal Skills
• Reading Comprehension
• Reasoning
• Self-Management
• Teamwork

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: Work is sometimes sedentary but requires walking, standing and carrying of medium weight items, such as patient records. Manual dexterity is required in operation of a personal computer. Incumbent works extensively in the hospital computer system. Incumbent must have an even temperament and act in a professional manner during work performance.

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/.

Responsibilities:

PCMM Coordinator
This individual is responsible for maintaining the integrity of the PCMM database for all Mental Health Services throughout the hospital service area. PCMM historically has been used in Primary Care to assign patients to provider's panels and has been very useful in managing those panels.

Service Operations Management
The incumbent manages administrative functions for Psychiatry and Mental Health evaluation of institutional priorities related to improvement activities and accreditation requiring comprehensive knowledge of methods used to gather, analyze, and evaluate information.

Administrative Technical Expert
The incumbent will serve as the focal point, local authority and expert source for information for all administrative functions of psychiatry service.

• Advanced working knowledge of mental health and psychiatry healthcare delivery processes, the mission and vision and core values of VHA, Medical Center policies and procedures, and VHA directives regulations as they relate to mental health functions.
• Working knowledge and skill to perform various analytical tasks which will allow the incumbent to conduct comparative studies aimed at determining the effectiveness of mental health operations, workflows, systems, applications, management processes and/or policy and the applicability of higher-level directives to the activity.
• Applies advanced complex analytical and problem-solving methods and techniques. Working knowledge and skill necessary to take raw data, complete basic statistical data or analytical formulas to explain the question asked, or to clarity that a hypothesis may or may not be correct to provide further analysis.
• Analytical skills in applying and evaluative techniques to the identification, consideration, and resolution of issues or problems of a procedural or factual nature. Applies a wide range of methods used to gather, analyze, and evaluate information concerning management processes, draw conclusions based on information and provide, recommend appropriate actions, prioritize projects, and manage action items.
• Incumbent has general knowledge of mental health operations and components within the mental health setting.- Working knowledge of CPRS Electronic Health Record, Vista systems, and Patient Centered Management Module application.
• Advanced knowledge is applied in developing new or modified work methods, management processes, procedures for administering program services, guidelines and procedures and for the conduct of administrative support functions or program operations.
• Excellent communication skills, both written and oral, to prepare memoranda, letters, policies, procedures, and variety of reports, and provide guidance and training to other Medical Center and CBOC staff appropriate to mental health capacity and integrity of mental health systems and its data.
• Excellent analytical skills required to provide reports based on the theory and principles of management and organization including administrative practices and procedures common to a mental health organization.
• Experience and knowledge using Excel to create worksheets that provide data for analysis, create formulas and functions, create various graphs and charts from data collected and created multiple worksheets within the workbook.

Work Schedule: Monday - Friday, 7:30 am to 4:00pm
Compressed/Flexible: Not Authorized
Telework: Not Authorized
Virtual: This is not a virtual position.
Position Description/PD#: Management and Program Assistant/PD929760
Relocation/Recruitment Incentives: Not Authorized
Critical Skills Incentive (CSI): Not Authorized
Permanent Change of Station (PCS): Not Authorized

Salary : $50,930