Summary The incumbent serves as a Medical Administrative Specialist- Health Administrative Specialist on Duty (HOD) located in the Office of the Chief, Health Administration Service (HAS), or Business Office (BO), or Medical Administration Service (MAS), or similarly named and organized service; the position has both the authority and responsibility to represent both the Medical Center Director and the Chief, HAS on all administrative matters occurring when assigned to other than a normal tour of duty. Responsibilities Personnel/Program Administration: Incumbent plans time schedules to cover areas of responsibility, approves and certifies time of assigned employees. Incumbent develops realistic annual performance plans with appropriate standards and manages the annual performance appraisal process and submits them timely in accordance to agency policy. Incumbent effectively deals with employee performance issues and takes appropriate actions; including counseling of employees, recognizing and praise of positive performance and addressing areas where improvement is needed. Incumbent may be required to be a COR (Contracting Officer Rep) and must have knowledge and is responsible for training their employees on all Health Administration computer software packages and external programs, i.e. Call Center Phone system and monitoring process, CPRS, VISTA, GUI, TMS, ICB, Vetlink, VIC, HINQ, HEC, VIS, VATAS, KIOSK system, etc. Resources/Equipment/Space Utilization Program Planning: Incumbent analyzes the necessary human resources, equipment and space needs to effectively support the mission of their area within Health Administration Service. Supports planning efforts in implementing new logistical arrangements aimed at performance improvements. Incumbent considers the facility's strategic goals of maximizing current and future resources, improving clinical delivery and continuum of care, promoting a positive image and continuous customer service satisfaction within the Medical Center. Incumbent plays a critical support role in developing and coordinating internal review systems to assure that both clinical and administrative activities are in compliance with the agency and the accrediting regulatory requirements. Evaluates Program/Monitors Data/Reports: Incumbent is expected to continually and systematically evaluate assigned operations and to make necessary recommendations to ensure conformance with standards and established goals. Incumbent analyzes data and identifies trends and concerns of issues and opportunities for improvement. He/She develops and/or maintains a system of internal reviews/audits and a quality assurance program to ensure all programs operate at a high level of effectiveness that ensures compliance with standards at all accrediting, regulatory and agency authorities. The incumbent prepares recurring and non-recurring statistical reports for presentation to their assigned supervisor, Chief of HAS and/or Medical Center leadership staff. Incumbent conducts studies to collect data on patient demand, workload trends and compiles data reports for presentation. Implements changes where possible, initiate work orders, training and process improvement along with other actions necessary to improve customer relations. Incumbent works with superiors and leadership personnel to ensure quality assurance issues pertaining to the service are documented and appropriate follow-up actions occur regarding any problem or recommendation found or made as a result of the service's activities. Performs Liaison, Communication: Acts as a liaison or handles communication with person(s) and/or groups, both internally and externally of our organization or service. Incumbent maintains liaison and communications with Veterans, their families and other persons and groups speaking for the principal on administrative issues. Incumbent receives and listens to complaints and grievances from Veterans or from individuals on behalf of Veterans. Makes inquiry into patient complaints, initiates action and resolves the issue, whenever possible. He/She refers unusual cases to their designated supervisor and/or Patient Advocate when they are unable to resolve the issue. Incumbent performs other related duties as assigned. Work Schedule: Monday-Friday 8:00am 4:30pm Telework: Not Available Virtual: This is not a virtual position. Position Description/PD#: Supervisory Medical Administrative Specialist/PD02658A Requirements 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. Must be proficient in written and spoken English. 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. Must pass pre-employment physical examination. 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. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement,01/21/2025 . Time-In-Grade Requirement: Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks, you must also meet time-in-grade requirements by the closing date of this announcement. For a GS-9 position you must have served 52 weeks at the GS-7. 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. Specialized Experience: Experience that equipped the applicant with the particular knowledge, skills, and abilities (KSA's) to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled. To be creditable, specialized experience must have been equivalent to at least the next lower grade level. In order to qualify for this position at the GS-9 level, you must possess the following: Experience: Must have one year equivalent to at least next lower grade level OR Education: Two full years of graduate education or a master's degree meets the requirements for GS-09. One year of full-time graduate education is considered to be the number of credit hours that the school attended has determined to represent one year of full-time study. OR Combination of Experience & Education. You will be rated on the following Competencies for this position: Administration and Management Communications Technical Competence 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 sedentary. Typically, the employee may sit comfortably to do the work. However, there may be some walking; standing; bending; carrying of light items such as papers, books, small parts; driving an automobile, etc. No special physical demands are required to perform the work. 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/. Education Education: Two full years of graduate education or a master's degree meets the requirements for GS-09. One year of full-time graduate education is considered to be the number of credit hours that the school attended has determined to represent one year of full-time study. Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html. Additional Information COVID-19 Vaccination Requirement- As required by Executive Order 14043, Federal employees are required to be fully vaccinated against COVID-19 regardless of the employee's duty location or work arrangement (e.g., telework, remote work, etc.), subject to such exceptions as required by law. If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date. The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required exception from this requirement using the reasonable accommodation process. Receiving Service Credit for Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed.