Administrative Specialist

Full Job Description

This position is located in the Richmond Veterans Affairs Medical Center (VAMC), Richmond, VA.

The Mental Health Service Line (MHSL) is seeking an Administrative Specialist (ADPAC) who will be the primary who will administrator for Psychiatrist, Nurse Practitioners (NP), and Psychiatry Training Program sections of the MHSL.

The incumbent assists with performance improvement and measures, clinic encounters and workload study, program outcome data and initiatives.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/30/2026.

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-09 position you must have served 52 weeks at the GS-07. 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 and/or education as described below: Specialized Experience: : You must have one year of specialized experience equivalent to at least the next lower grade Gs-07 in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include, but are not limited to: Expert knowledge and skill in the use the computer and a wide variety of software such as Word, Excel, Power Point, Outlook.

Experience with producing letters, memorandums and data to prepare a variety of specific working documents and forms. Experience as a PIV sponsor, VATAS timekeeper, TMS Administrator, key quester.

Ability to communicate verbally and in writing with medical and non-medical staff and the ability to present clear and concise documents, monitors quality assurance indicators and performs assigned audits.

Reviews clinic stop/encounter/consult report paperwork and report and updates manuals on policies/ procedures/operations.

to meet Joint Commission accreditation and Veterans Health Administration (VHA) Quality Assurance (QA) standards.

Acts as the point of contact for equipment operation and assists in troubleshooting problems for patients and supporting program staff OR, Education: Applicants may substitute education for the required experience.

To qualify based on education for this grade level you must have ??????successfully completed a master's or equivalent degree or successful completion of two full years of progressively higher level of graduate education leading to a master's degree or completion of a L.L.

B. or J.D. that is related to the position being filled. (Transcripts Required. OR, Combination: : Applicants may also combine education and experience to qualify at this level.

You must have an combination of specialized experience and education beyond a Master's degree.

(Transcripts 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/.

Major Duties:

Duties include but are not limited to: ADMINISTRATIVE/CLERICAL SUPPORT Provides oversight in managing operational management for Psychiatry, NP, and Psychiatrist Trainee sections.

Makes decisions and offers recommendations on administrative and operational issues, especially coordination of clinical resources.

Monitors quality assurance indicators, performs assigned audits, conducts reviews, assembles data to ensure JCAHO criteria compliance, and completes various performance measures and clinical reminders.

Provides reporting, evaluation, and fee requirements associated with MHSL accreditation issues and assists with procedures to meet unusual or unique requirements.

Serves as an VATAS timekeeper; PIV sponsor; TMS Administrator, and key requester for the 2 assigned MHSL sections.

DATA COLLECTION AND TRACKING SUPPORT Collects, compiles and tracks statistical information in support of section operations, and the service; accesses status or outcomes in relation to established performance measures, goals, and objectives; receives and processes documents and reports in accordance with established procedures; Gathers information from a wide variety of system sources to prepare reports; and assists in the planning, review, and reporting of data/ statistical results of program and section studies.

Provides data/reports/briefings on the administrative, clinical, and technical program initiatives to the VISN, VA Central Office (VACO), and VAMC leadership, and creates educational materials related to the initiatives.

BUDGETARY AND FINANCIAL Works in close coordination with the MHSL Chief and leadership to develop and analyze workload statistics and other relevant data and promote cost savings recommendations.

Assists in formulating, presenting, executing, and analyzing sectional budgets. Participates in developing the annual budget formulation and the execution process.

Assists with preparation and management of the program initiatives funding and will include effective utilization of resources and frequent fiscal coordination WORKFORCE AND POSITION UTILIZATION Serves as a point of contact for patients, medical center staff, VISN staff, community agencies, and various others who may contact the program office.

Monitors, manages and tracks the patient flow data for the MHSL clinical programs to verify the program goal of addressing patient care needs simultaneously is met.

Coordinates services for program referrals and informs staff of patient census results and any changes/problems encountered.

Work Schedule: Full-Time; Monday-Friday 8:00 am - 4:30 pm Compressed/Flexible: AD-HOC Virtual: This is not a virtual position.

Position Description/PD#: Administrative Specialist/PD031380 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required