Administrative Support Assistant

U.S. Department of Veterans Affairs; Harlingen (TX); On-site; USD 35,000 - 52,000; Full time

Job summary

U.S. Department of Veterans Affairs seeks a Mental Health Panel Management (MHPM) Coordinator for the BHIP within Mental Health Service. The incumbent collaborates with BHIP program managers, coordinators, MHTCs, team leads, and clinic staff to streamline operations.

Qualifications emphasize management/program analysis, data gathering, PCMM/VistA/CPRS, and advanced data extraction to inform decisions and improve workflows.

Qualifications

• Specialized experience in management/program analysis and related regulations.
• Ability to gather data via interviews/surveys and analyze results.
• Experience with VA clinical/program operations and PCMM/VistA/CPRS.
• Proficiency in MS Office and telehealth tech used in service lines.

Responsibilities

• Coordinate BHIP-related tasks and support program operations.
• Analyze patient encounter and workload data for management use.
• Prepare and maintain internal and external reports and dashboards.
• Prioritize work and plan office activities; handle non-routine tasks.
• Communicate clearly with staff at multiple levels and protect confidential data.
• Utilize VISTA/CPRS to review patient consults and emails.

Skills

Management & program analysis

Data gathering

PCMM software

Mental Health strategic plan

Data extraction & analysis

Office management policies

Prioritization & planning

Telehealth technologies

Communication at all levels

Confidentiality handling

VISTA/CPRS knowledge

VA policies & procedures

Dashboards & reporting

Team collaboration

Tools

Microsoft Office

VSSC/Pyramid/BISL

Telehealth platforms

Job description

Summary

The incumbent is the Mental Health Panel Management (MHPM) Coordinator for the Behavioral Health Interdisciplinary Program (BHIP) within the Mental Health Service. The incumbent works in collaboration with the BHIP Program Managers - BHIP Program Coordinators - BHIP Mental Health Treatment Coordinators (MHTC) - BHIP Team Leads - and the rest of the clinic staff.

Qualifications

To qualify for this position - applicants must meet all requirements by the closing date of this announcement - 09/25/2026. 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-5 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include - but are not limited to: Knowledge of an extensive body of management and/or program analysis technical rules - guidelines - regulations and precedents and knowledge of the basic objectives and policies governing various management or program operations. Skill in applying basic data gathering methods - such as standard interviewing or surveying techniques to collect various types of factual information. Knowledge of PCMM software - Mental Health's Strategic Plan - overall impact PCMM reports have on a medical center decision - medical center's overall system of providing care to Veterans - medical centers and V AMC's organizational system - VistA - DHCP CPRS - and PCMM software and medical center policies and procedures. Advanced ability to extract - correlate and analyze patient encounter and provider workload data relative to Mental Health and make recommendations to management. Knowledge of office management policies - procedures - and organizational functions of the VATVCBHCS and the Mental Health Service Line to organize and manage a wide variety of internal and external reports. Knowledge of duties - ability to prioritize work - plan office activities - and to perform non-routine assignments independently. Advanced knowledge of methods used to gather - analyze - and evaluate information concerning management processes - draw conclusions - and recommend appropriate action. Advanced knowledge and operating skills - using personal computer and computer applications ( e.g. Microsoft Office: Word - Excel - PowerPoint - Outlook - Teams) - electronic mail (Internet - Intranet - Outlook) for correspondence - interoffice communications - and reports as well as knowledge of various telehealth technologies utilized within the service line. 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/.

Duties

• Major Duties: Knowledge of an extensive body of management and/or program analysis technical rules - guidelines - regulations and precedents and knowledge of the basic objectives and policies governing various management or program operations
• Skill in applying basic data gathering methods - such as standard interviewing or surveying techniques to collect various types of factual information
• Knowledge of PCMM software - Mental Health's Strategic Plan - overall impact PCMM reports have on a medical center decision - medical center's overall system of providing care to Veterans - medical centers and V AMC's organizational system - VistA - DHCP CPRS - and PCMM software and medical center policies and procedures
• Advanced ability to extract - correlate and analyze patient encounter and provider workload data relative to Mental Health and make recommendations to management
• Knowledge of office management policies - procedures - and organizational functions of the VATVCBHCS and the Mental Health Service Line to organize and manage a wide variety of internal and external reports
• Knowledge of duties - ability to prioritize work - plan office activities - and to perform non-routine assignments independently
• Advanced knowledge of methods used to gather - analyze - and evaluate information concerning management processes - draw conclusions - and recommend appropriate action
• Advanced knowledge and operating skills - using personal computer and computer applications ( e.g
• Microsoft Office: Word - Excel - PowerPoint - Outlook - Teams) - electronic mail (Internet - Intranet - Outlook) for correspondence - interoffice communications - and reports as well as knowledge of various telehealth technologies utilized within the service line
• Advanced knowledge of data platforms such as VSSC - Pyramid - and BISL is necessary
• Knowledge and ability to communicate with employees at various levels
• use of discretion in confidential matters related to the service - personnel - and patients
• Knowledge of VISTA and CPRS computer programs for reviewing and tracking patient consults - specialty mental health clinics - and electronic mail messages
• Knowledge of VA administrative policies and procedures is required
• The incumbent will utilize such knowledge to eliminate conflicts and duplication in office procedures and improve the efficiency and effectiveness of workflow in the daily operation of the Service as it relates to patient care - and house staff
• Thorough knowledge and skills to recognize the dimensions of the problems involved - collect the necessary information - establish the facts - and take or recommend action based upon application or interpretation of established guidelines
• Knowledge of other microcomputer software programs used in the program to include database management programs
• Advanced knowledge of the responsibilities of the Mental Health Service line as well as individual members in order that correspondence - and/or problems can be triaged to appropriate individuals
• Knowledge and skill in oral and written communications techniques and processes - such as communicating detailed technical information in a clear - logical - and concise manner
• Knowledge of Joint Commission regulations to meet requirements - prepare for surveys - and to help prepare specific requirement such as local policy and procedures
• Knowledge developed through increasingly difficult - on-the-job training or experience dealing with the operations - regulations - principles - and peculiarities of the assigned program - function - or activity
• The incumbent will have outstanding interpersonal skills that include conflict resolution management
• Knowledge of a wide range of administrative and clinical background - with emphasis on program planning and evaluation - resource management - communication - and public relations
• Ability to develop productivity and performance reports and dashboards
• Ability to manage and analyze data for presentation to facility and leadership for use in planning - development - and operations
• Work Schedule: Monday - Friday - 8:00am-4:30pm Telework: This position is not telework eligible
• Virtual: This is not a virtual position
• Position Description/PD#: Administrative Support Assistant/PD012900 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized

Summary

The incumbent is the Mental Health Panel Management (MHPM) Coordinator for the Behavioral Health Interdisciplinary Program (BHIP) within the Mental Health Service. The incumbent works in collaboration with the BHIP Program Managers - BHIP Program Coordinators - BHIP Mental Health Treatment Coordinators (MHTC) - BHIP Team Leads - and the rest of the clinic staff.

Qualifications

To qualify for this position - applicants must meet all requirements by the closing date of this announcement - 09/25/2026. 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-5 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include - but are not limited to: Knowledge of an extensive body of management and/or program analysis technical rules - guidelines - regulations and precedents and knowledge of the basic objectives and policies governing various management or program operations. Skill in applying basic data gathering methods - such as standard interviewing or surveying techniques to collect various types of factual information. Knowledge of PCMM software - Mental Health's Strategic Plan - overall impact PCMM reports have on a medical center decision - medical center's overall system of providing care to Veterans - medical centers and V AMC's organizational system - VistA - DHCP CPRS - and PCMM software and medical center policies and procedures. Advanced ability to extract - correlate and analyze patient encounter and provider workload data relative to Mental Health and make recommendations to management. Knowledge of office management policies - procedures - and organizational functions of the VATVCBHCS and the Mental Health Service Line to organize and manage a wide variety of internal and external reports. Knowledge of duties - ability to prioritize work - plan office activities - and to perform non-routine assignments independently. Advanced knowledge of methods used to gather - analyze - and evaluate information concerning management processes - draw conclusions - and recommend appropriate action. Advanced knowledge and operating skills - using personal computer and computer applications ( e.g. Microsoft Office: Word - Excel - PowerPoint - Outlook - Teams) - electronic mail (Internet - Intranet - Outlook) for correspondence - interoffice communications - and reports as well as knowledge of various telehealth technologies utilized within the service line. 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/.

Duties

• Major Duties: Knowledge of an extensive body of management and/or program analysis technical rules - guidelines - regulations and precedents and knowledge of the basic objectives and policies governing various management or program operations
• Skill in applying basic data gathering methods - such as standard interviewing or surveying techniques to collect various types of factual information
• Knowledge of PCMM software - Mental Health's Strategic Plan - overall impact PCMM reports have on a medical center decision - medical center's overall system of providing care to Veterans - medical centers and V AMC's organizational system - VistA - DHCP CPRS - and PCMM software and medical center policies and procedures
• Advanced ability to extract - correlate and analyze patient encounter and provider workload data relative to Mental Health and make recommendations to management
• Knowledge of office management policies - procedures - and organizational functions of the VATVCBHCS and the Mental Health Service Line to organize and manage a wide variety of internal and external reports
• Knowledge of duties - ability to prioritize work - plan office activities - and to perform non-routine assignments independently
• Advanced knowledge of methods used to gather - analyze - and evaluate information concerning management processes - draw conclusions - and recommend appropriate action
• Advanced knowledge and operating skills - using personal computer and computer applications ( e.g
• Microsoft Office: Word - Excel - PowerPoint - Outlook - Teams) - electronic mail (Internet - Intranet - Outlook) for correspondence - interoffice communications - and reports as well as knowledge of various telehealth technologies utilized within the service line
• Advanced knowledge of data platforms such as VSSC - Pyramid - and BISL is necessary
• Knowledge and ability to communicate with employees at various levels
• use of discretion in confidential matters related to the service - personnel - and patients
• Knowledge of VISTA and CPRS computer programs for reviewing and tracking patient consults - specialty mental health clinics - and electronic mail messages
• Knowledge of VA administrative policies and procedures is required
• The incumbent will utilize such knowledge to eliminate conflicts and duplication in office procedures and improve the efficiency and effectiveness of workflow in the daily operation of the Service as it relates to patient care - and house staff
• Thorough knowledge and skills to recognize the dimensions of the problems involved - collect the necessary information - establish the facts - and take or recommend action based upon application or interpretation of established guidelines
• Knowledge of other microcomputer software programs used in the program to include database management programs
• Advanced knowledge of the responsibilities of the Mental Health Service line as well as individual members in order that correspondence - and/or problems can be triaged to appropriate individuals
• Knowledge and skill in oral and written communications techniques and processes - such as communicating detailed technical information in a clear - logical - and concise manner
• Knowledge of Joint Commission regulations to meet requirements - prepare for surveys - and to help prepare specific requirement such as local policy and procedures
• Knowledge developed through increasingly difficult - on-the-job training or experience dealing with the operations - regulations - principles - and peculiarities of the assigned program - function - or activity
• The incumbent will have outstanding interpersonal skills that include conflict resolution management
• Knowledge of a wide range of administrative and clinical background - with emphasis on program planning and evaluation - resource management - communication - and public relations
• Ability to develop productivity and performance reports and dashboards
• Ability to manage and analyze data for presentation to facility and leadership for use in planning - development - and operations
• Work Schedule: Monday - Friday - 8:00am-4:30pm Telework: This position is not telework eligible
• Virtual: This is not a virtual position
• Position Description/PD#: Administrative Support Assistant/PD012900 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized