Clarification from the agency

This position is only open to current permanent employees of VISN 6 and its Outpatient Clinics.

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These position(s) are responsible for providing a high level of administrative support to the HAS, upper management, and clinical services. This includes/ involves: the provisions of supervision and oversight, as a second line supervisor, to an officially established subordinate work unit; the management of programs related to Inpatient Administrative Support (e.g. medical staff for Inpatient Wards, and Inpatient Mental Health Wards, Community Living Center (CLC), etc.; the performance of various administrative duties/ functions related to the HAS and its services/ programs.

These position(s) may require the incumbent to be available for rotating shifts, weekends, and holidays due to the fact that some of this position's subordinates are required to work these schedules.

• Manages and leads the programs related to Inpatient Administrative Support, which include, but are not limited to: medical support staff for inpatient wards, community living center (CLC), and inpatient mental health wards.
• Performs/carries out the following supervisory duties: plans the work to be accomplished by subordinates, sets and adjusts short-term priorities, and prepares schedules for the completion of work; has regular meetings with subordinates in different sites of care to plan for daily, weekly, and long term needs and to adjust schedules accordingly.
• Serves as a first line supervisor to supervisory subordinates and as a second line supervisor to non-supervisory subordinates and is responsible for their performance plans/standards, evaluations, and ratings.
• Gives advice, counsel, or instruction to employees on both work and administrative matters.
• Hears and resolves complaints from employees, referring group grievances and more serious unresolved complaints to a higher level supervisor or manager.
• Maintains fiscal responsibility for the staff within the Service and recommends awards and bonuses, and manages the overtime budget and travel allocations.
• Assists with orienting and advising physicians, residents, and interns on VA regulations, policies, and procedures pertaining to patient care medical administration matters, and serves as a Team Advocate when current policies impair efficient and effective patient care.
• Assists the healthcare groups in the development of local policy guidance and procedures for workload management.
• Keeps the healthcare groups informed and up to date concerning appropriate administrative regulations such as eligibility for care, control of medical records, availability of special tests and procedures, etc.
• Maintains familiarity with precedents concerning changes in regulations or policies.
• Ensures the accurate, timely, and consistent entry of data into various Medical Center databases.
• Reports data monthly, quarterly, or annually to management.
• Receives requests for data from other sources and determines the best method for obtaining, computing, and reporting the data.

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.

• your performance and conduct;
• the needs and interests of the agency;
• whether your continued employment would advance organizational goals of the agency or the Government; and
• whether your continued employment would advance the efficiency of the Federal service.

Qualifications

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. For a GS-11 position you must have served 52 weeks at the GS-09 grade level. 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: Advanced knowledge of applicable public laws, federal and policies and regulations, station directives, legal decisions, and state laws dealing with care and treatment of veterans and beneficiaries. Working knowledge interpreting rules, regulations, policies, and procedures to make sound decisions, using good judgment. Advanced knowledge of medical and administrative records systems to determine eligibility, register/admit patients, schedule/adjust tours of duty for staffing purposes, and to retrieve information and prepare reports. Advanced working knowledge of safety and fire prevention rules and regulations of facility and community disaster plans and procedures. Advanced knowledge of medical and technical terminology and the functions of specialty departments and divisions within a medical center. Working knowledge to identify and analyze complex problem or situations with a wide range of variables. Advanced working knowledge to cope with problems and initiate resolution while working independently and with minimal or no supervision.

OR,

Education: Master's or equivalent graduate degree; or 2 full years of progressively higher level graduate education leading to such a degree; or LL.B. or J.D., if related. Education must demonstrate the knowledge, skills, and abilities necessary to do the work. (Note: You must attach a copy of your transcripts.)

OR,


Combination: You must have a combination of specialized experience and graduate level education (in excess of the first year or 18 semester hours) and specialized experience to meet total experience requirements. Education must demonstrate the knowledge, skills, and abilities necessary to do the work. (Note: You must attach a copy of your transcripts.)

Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-09 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 the Enrollment and Eligibility, Decedent Affairs, Bene-Travel, and VHA Scheduling Directives and all processes within those directives. Proficient with various software programs. Proficient in pulling reports from VSSC and VISTA for monitoring and directing improvements from data collected and Labor Mapping. Ability to evaluates and writes performance appraisals and provides feedback to employee concerning their performance. Knowledge of developing 24/7 schedule for Administrative Officers on Duty and ensuring coverage. Skill in supervisory experience, recommends promotions, reassignments, or other status changes of assigned personnel, such as retention or release of probationary employees, step increases, and recognizes outstanding performance by recommending meritorious awards. Knowledge in policy adherence, task reviews, delegation of work developing and managing databases necessary for tracking and making recommendation as to policy issues based upon the information collected.
OR,

Combination: Applicants may also combine education and experience to qualify at this level. You must have a combination of 9 months of specialized experience and 2 1/2 years of creditable graduate level education to meet the total experience requirements. Education must demonstrate the knowledge, skills, and abilities necessary to do the work. (Note: You must attach a copy of your transcripts.)

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 of this position is primarily sedentary in nature, with the ability to be performed while seated comfortably. There may occasionally be some periods of walking, standing, bending, and carrying of light items.

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/.

How you will be evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE.

Narrative responses are not required at this time. If you are referred for consideration, you may be asked to submit additional job related information, which may include, but not limited to; responses to the knowledge, skills and abilities; completion of a work sample, and/or contact for an interview. Your resume and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect your rating or consideration for employment.

The Department of Veterans Affairs performs pre-employment reference checks as an assessment method used in the hiring process to verify information provided by a candidate (e.g., on resume or during interview or hiring process); gain additional knowledge regarding a candidate's abilities; and assist a hiring manager with making a final selection for a position.

For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document.

Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion. The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement. Management may use any one or any combination of these methods to fill the position.

It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.