Clarification from the agency

This position is open to current, permanent VHA employees and CTAP only.

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The incumbent serves in a developmental capacity at the GS-11 level. Key functions will be similar to those described at the full performance level of the target position. However, during the developmental assignment, full performance range and level of selected functions will not be completely delegated to the employee until proper orientation and training have been completed and the incumbent has demonstrated the knowledge, skills and abilities necessary to accomplish the work at the full performance level.

Duties include but are not limited to:

• Serves as Scheduling Manager by advising the Deputy Chief of Health Administration Service (HAS), The Chief HAS, and others concerning patient processing, all outpatient scheduling oversight, and auditing within the Salt Lake City Health Care System.
• Provides technical advice and expertise concerning patient processing and scheduling activities for the Salt Lake City VA Medical Center and ten CBOCS in Utah.
• Serves as point-of-contact for supervisors and staff scheduling outpatient services to assist in answering inquiries related to patient scheduling activities, and ensure compliance with all VHA directives, handbooks, guidelines, and/or policies related to patient scheduling activities.
• Analyzes data generated from a variety of sources to identify and report by section, clinic or other location implementation of significant process changes and adherence to the systems re-design principles.
• Serves as liaison between HAS leadership, medical center management, service chiefs and front-line employees in identifying and initiating corrective actions, such as training, to achieve improved clinic access. More complex issues that arise will be researched with recommendations supported with data, forwarded to the appropriate stakeholders and/or leadership for final decisions.
• Responsible for the daily program planning, future planning and administration for all outpatient scheduling HAS operations within the SLCHCS. The incumbent is delegated authority under the Deputy Chief HAS and the HAS Chief to make procedural changes, decisions, workload assignments and commitments within the section.
• Responsible for the recruitment of supervisory personnel within the section assigned at SLCHCS and will directly mentor and ensure leadership and supervisory training development of these staff occurs during each fiscal year.
• Maintains overall administrative management for the section including interpreting administrative policies, developing or implementing local policies, defining administrative requirements, and/or providing advice to management on related issues.
• Develops performance standards and evaluate work performance of subordinates

Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level.

Work Schedule: Monday - Friday, schedule to be determined.
Telework: This position may be authorized for telework on an Ad-hoc basis.
Virtual: This is not a virtual position.
Position Description/PD#: Supervisory Medical Administrative Specialist - Scheduling Manager/PD145560 and PD145570
Relocation/Recruitment Incentives: Not authorized
Critical Skills Incentive (CSI): No approved
Permanent Change of Station (PCS): Not authorized

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
• Subject to background/security investigation
• Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued dentification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment.
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP)

As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider:

• 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.

Upon completion of your probationary period or trial period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 05/11/2026.

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-11 position you must have served 52 weeks at the GS-9. For a GS 12 position you must have served 52 weeks at the GS 11 .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 GS-11: You must have one year of specialized experience equivalent to at least the next lower grade GS-9 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Assign work to subordinates based on priorities, selective consideration of the difficulty and requirements of assignments, and the capabilities of employees; Will be directly responsible for meeting the staff support needs of clinical staff; Will develop and implement changes in the facility's scheduling process to ensure it meets national guidelines and directives, creating a business cycle focusing on the needs of the patients; Emphasizing the importance of capturing all insurance information, including updates and changes in insurance coverage; Establishes unique or completes quality and productivity programs. OR,
• Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a Ph.D or equivalent doctoral degree or, three full years of progressively higher-level graduate education leading to such a degree, or LL.M., if related to the position. 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 graduate level.

You may qualify based on your experience for the GS -12 grade level as described below:

• Specialized Experience GS-12: You must possess one (1) full year of specialized experience that equips you with the knowledge, skills, and abilities to successfully perform the duties of the Supervisory Medical Administrative Specialist position, and that is typically in or related to the work of the position being filled. This specialized experience must have been equivalent to at least the next lower grade GS-11 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include but are not limited to: Provides technical advice and expertise concerning patient processing and scheduling activities; Serves as a point-of contact for supervisors and staff scheduling outpatient services to assist in answering inquiries related to patient scheduling activities, and ensure compliance with all VHA directives, handbooks, guidelines, and/or policies related to patient scheduling activities; Knowledge and skill in applying analytical and evaluative methods and techniques to issues or studies concerning the efficiency and effectiveness of program operations; Knowledge of pertinent laws, regulations, policies and precedents which affect the use of program and related support resources in the area studied; Knowledge of the major issues, program goals and objectives, work processes, and administrative operations of the organization; Knowledge and skill in adapting analytical techniques and evaluation criteria to the measurement and improvement of program effectiveness and/or organizational productivity; Skill in conducting detailed analyses of complex functions and work processes'; Must have interpersonal skills in presenting staffing recommendations and negotiating solutions to disputed recommendations; Knowledge of personal computer software applications to analyze data, present data and make recommendations. Thorough knowledge of overall mission priorities and Services in Health Administration Service, Scheduling Section as they relate to the full scope of SLCHCS mission; Thorough knowledge and the ability to accurately interpret and implement VA directives, Federal regulations, public laws, State and Local laws governing entitlement for health care both in the VA and at the expense of the VA to ensure maximum efficiency and effectiveness in all areas of the program management responsibility; Thorough knowledge of the Privacy and Freedom of Information Acts to ensure appropriate compliance. Working knowledge of Joint Commission, DRGs, MCA and other agency requirements.

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

• Administration and Management
• Analysis and Problem Solving
• Communication
• Managing Human Resources

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 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/.

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.