Clarification from the agency

Open to current, permanent VHA employees ONLY; Cincinnati VA Employees will receive first priority consideration. Second consideration will go to permanent VHA employees.

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Major Duties:

• This position reports directly to the CBOC Administrator and the Administrative Officer during their absence. The employee is responsible for the overall program management of the scheduling processes of Veterans.
• Provides direct administrative oversight to the (5) GS-0679-08 Supervisory Medical Support Assistants which ensures compliance of the National Scheduling directive and that its contents are followed according to the directive.
• Has a major responsibility in the process for meeting access measures in Primary Care.
• Accountable for the oversight of the day-to-day scheduling activities of all outpatient care administrative programs at the Primary Care main campus clinic, Women's Health clinic, OEF/OIF, Employee Health and all Six (6) outpatient clinics.
• Collaborates with the Group Practice Manager in the formulation and interpretation of reports.
• Works closely with the CBOC Administrator, Service Chief, Chief Nurse, Administrative Officer, Nurse Managers, Clinic Profile Manager, PCMM Coordinator and the Primary Care Data Analyst to collate and disseminate performance measures.
• Works with the GPM by reviewing and analyzing data, attending various access meetings, and devising plans for improvement.
• Responsible for various compilation and reporting of different performance measured reports and ensures that all tasks and reports meet required deadlines.
• Ensures that all scheduling activities are performed according to the VHA scheduling policies.
• Tracks and reviews data, generates reports assessing the quality, efficiency, and effectiveness of programs at each site and develops ongoing plans for program improvement. Participates in a leading role in the facility and network initiatives for growth, access, quality patient care and customer service.
• Advises and assists in determining program needs to assure maximum utilization of space, equipment, people, and funds available and develops alternate courses of action for the betterment of patient care.
• Responsible for formulating administrative policies for the internal management of the clinics and coordinates the distribution and implementation of directive material received.
• Ensures that all scheduling staff will be compliant with mandatory trainings for the outpatient scheduling process.
• Identifies areas requiring attention and recommends and coordinates courses of action with the CBOC Administrator.
• Serves as an active member of the Primary Care Management team, keeping the CBOC Administrator informed on all matters requiring their attention and/or action.
• Has delegated authority necessary to accomplish assigned programs and responsibilities to effectively utilize the manpower resources allocated to the administrative service programs.
• Assists in projecting annual budget estimates for operation of medical administration activities. These budget estimates include staff requirements, equipment, supplies, etc.
• Performs other duties as assigned.

Work Schedule: Monday-Friday, 7:00am-3:30pm EST
Telework: This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Ad-Hoc.
Virtual: This is not a virtual position.
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.

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 identification 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, 10/30/2026.
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.For a GS-11 position you must have served 52 weeks at the GS-09.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.

• GS-9 Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-7 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to:
  • Strong interpersonal skills, and the ability to develop effective working relationship with a broad range of individuals
  • Ability to work independently and efficiently under pressure and to organize, plan and prioritize work
  • Skill in applying analytical and evaluative techniques to identify and solve issues
  • Knowledge of the theory and principles of management and organization including administrative practices and procedures common to organizations
  • Skill in conducting interviews with supervisors and employees to obtain information
  • Skill in operating computers, printers, scanners, calculators, fax machines, copiers and telecommunication and teleconference equipment
  • Skilled in the use of computer software packages such as Excel, PowerPoint, and Microsoft Word
  • Knowledge of the Privacy Act, medical center policies, and other regulations relative to the confidentiality of medical records
  • Ability to analyze medical record information and abstract meaningful data.

OR,

• Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a 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. If you are basing your qualifications on education (or a combination of education and experience) or if the position requires a college education to qualify, you must submit a copy of your transcripts (official or unofficial) with your application.

OR,

• Combination: Applicants may also combine education and experience to qualify at this level. You must have a combination of specialized experience and education beyond one year of graduate education.

• GS-11 Specialized Experience: 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:
  • Strong interpersonal skills, and the ability to develop effective working relationship with a broad range of individuals
  • Ability to work independently and efficiently under pressure and to organize, plan and prioritize work
  • Skill in applying analytical and evaluative techniques to identify and solve issues
  • Knowledge of the theory and principles of management and organization including administrative practices and procedures common to organizations
  • Skill in conducting interviews with supervisors and employees to obtain information
  • Skill in operating computers, printers, scanners, calculators, fax machines, copiers and telecommunication and teleconference equipment
  • Skilled in the use of computer software packages such as Excel, PowerPoint, and Microsoft Word
  • Knowledge of the Privacy Act, medical center policies, and other regulations relative to the confidentiality of medical records
  • Ability to analyze medical record information and abstract meaningful data.

OR,

• Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have Ph.D. or equivalent doctoral degree or 3 full years of progressively higher level graduate education leading to such a degree or LL.M., if related.

OR,

• Combination: Applicants may also combine education and experience to qualify at this level. You must have a combination of specialized experience and education beyond beyond the first two years of graduate education.

You may qualify based on your experience and/or education as described below: You will be rated on the following Competencies for this position:

• Accountability
• Customer Service
• Decisiveness
• Flexibility
• Interpersonal Skills
• Problem Solving
• Resilience

Accountability
Education and Training
Attention to Detail
Data Analysis and Interpretation


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. Typically, the employee may sit comfortably to do the work. However, there may be some walking, standing, bending, and carrying of light items like papers or books. No special physical demands are required to perform the work. The incumbent must be able to deal with emergency situations and function calmly under stress in both public and private setting.

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.