Supervisory Medical Administration Specialist

Employer
USAJobs
Location
Hampton, Virginia
Posted
May 14, 2021
Closes
May 21, 2021
Hours
Full Time
Duties

Summary

This position is located in the Health Administration Service (HAS) at the HAMPTON VA HEALTHCARE SYSTEM (HVAHCS), Hampton, VA.

Learn more about this agency

Responsibilities

Duties and responsibilities for this position include, but not limited to the following:
  • Performs the administrative and personnel management functions relative to employees
    supervised.
  • Establishes guidelines and performance expectations for employees, which are clearly communicated through the formal employee performance management system.
  • Observes workers' performance; demonstrates and conducts work performance critiques.
  • Provides informal feedback and evaluates employee performance.
  • Resolves informal complaints and grievances.
  • Develops work improvement plans, recommending personnel actions as necessary.
  • Provides advice and counsel to workers related to work and administrative matters.
  • Initiates disciplinary measures as appropriate.
  • Reviews and approves or disapproves leave requests to ensure adequate coverage.
  • Assures the subordinates are trained and fully comply with the provisions of the safety regulations.
  • Assures the subordinates are fully compliant with the provisions of education requirements.
  • Develops, reviews, and updates Position Descriptions to ensure improvement or enrichment
    of duties and improvement in job satisfaction.
  • Ensures recruitment and retention of qualified applicants through participation, review, or interview of applicants for employment and promotion; ensuring adherence to Equal Employment Opportunity (EEO) polices and principles and through the application of sound merit promotion practices.
  • Prepares formal requests and recommendations for promotion, reassignment, and other status changes.
  • Interacts directly with clinical staff and clinical leadership regarding Eligibility and Enrollment Determinations, Bed Control, Telecommunications management, and C&P programs, and contributes to the evaluation of clinical involvement with issues regarding these programs.
  • Serving as a principal Health Administration Service liaison between clinical services.
  • Establishes and implements both long and short-term plans, policies and procedures, assuring that programs are integrated to provide high quality patient care with optimum utilization of facility resources.
  • Responsible for establishing and promoting an atmosphere of unity through cooperation and integration of health service roles, a high-level of productivity, patient and staff satisfaction and strong communication channels within outpatient services and between the primary care and specialty services.
  • Developing and coordinating internal review systems to ensure that health services activities are in compliance with established standards; evaluating performance and recommending promotions, reassignments, demotions, etc.

Work Schedule: Monday-Friday, 7:30am-4:00pm
Telework: Ad-Hoc
Virtual: This is not a virtual position.
Position Description/PD#: Supervisory Medical Administration Specialist/PD028770
Relocation/Recruitment Incentives: Not Authorized
Financial Disclosure Report: Not required

Travel Required

Not required

Supervisory status
Yes

Promotion Potential
None

Requirements

Conditions of Employment

  • You must be a U.S. Citizen to apply for this job
  • Designated and/or random drug testing may be required
  • 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


Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 05/18/2021.

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-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: You must have one year of specialized experience 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: Knowledge of enrollment, Eligibility, Means Testing, Health Benefits Package, Co-payments, etc. Thorough knowledge of applicable laws, rules, and regulations regarding health care benefits. Requires a mastery of a wide range of qualitative and/or quantitative methods for development and management of a major administrative program for the assessment and improvement of program effectiveness or the improvement of complex management processes and systems; a comprehensive knowledge of the range of administrative laws, policies, regulations, and precedents applicable to the administration of ambulatory care health program; a knowledge of agency program goals and objectives, the sequence and timing of key program events and milestones, and methods of evaluating the worth of program accomplishments; and the skill to plan organize, and direct team study work and to negotiate effectively with management to accept and implement recommendations where the proposals involve substantial agency resources, require extensive changes in established procedures, or may be in conflict with the desires of the activity studied. Requires a broad knowledge of overall Federal government policies, regulations and trends in the areas of personnel, budgeting and management systems, as well as an understanding of the public and private sector trends in health care. The responsibilities of this position require an extensive knowledge of clinic access issues, performance measures, Clinic Access methodologies, national directives related to scheduling and outpatient workload. Must have a thorough knowledge of Joint Commission standards and scoring guidelines. Detailed knowledge of how the total health care delivery system works, funding methodologies, functions of various services of the medical center and how they interact and the administrative requirements of other services such as Fiscal, Human Resources Management, Primary Care, Medical, Surgical, and Mental Health Services. Knowledge and skills in applying medical terminology as it relates to Health Administration Service practices and procedures for encounters coding, workload capture, data verification and reporting at high- level review meetings. Knowledge and skills in applying analytical and evaluative techniques as it relates to Health Administration Service practices and procedures, filing systems, and storage of files and records. Knowledge of general principles of management, and of the practices, techniques, and objectives of supervision. Knowledge of patient confidentially laws, such as, Privacy Act of 1974, FOIA, and HIPAA. Knowledge and applications of various multi-level platforms regarding hospital computer systems as it relates to patient processing. Knowledge of personnel management, supply procedures, budgetary requirements, and other fiscal procedures.

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

  • Accountability
  • Administration and Management
  • Conflict Management
  • Decision Making
  • Planning and Evaluating


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. There may be occasions where the incumbent may be required to push, pull, lift items that are 10 pounds or less. Some walking, bending, climbing, and carrying light items such as instructional materials, books, and manuals are required to attend meetings and perform daily tasks and assignments.

Work Environment: Work is typically performed in an adequately lighted and climate-controlled office. May require occasional travel.

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

There is no educational substitution at this grade level.

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

VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process.

Receiving Service Credit or 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.

Special Employment Consideration: VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities [i.e., intellectual disabilities, severe physical disabilities, or psychiatric disabilities], and/or Disabled veterans with a compensable service-connected disability of 30% or more. Contact the Agency Contact for information on how to apply under this appointment authority via the Selective Placement Coordinator.

The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal/VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified : applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/ .

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.

This job opportunity announcement may be used to fill additional vacancies.

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.

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

If you are unable to apply online view the following link for information regarding an Alternate Application .

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.

Resume Reminder - Your resume must include the following for each job listed:
1) Job title and grade level/salary. In order to show that you meet time-in-grade, you must document grades you have held and how long you have held them;
2) Duties (you must include enough detailed information to support your specialized experience);
3) Month, day and year start/end dates (e.g. 04/02/2007 to 04/13/2008);
4) Hours worked per week for each job listed
5) Full Name and address of Employer
6) Name of Supervisor or Contact name
7) Complete phone number of Supervisor/Contact

Background checks and security clearance

Security clearance
Other

Drug test required
No

Position sensitivity and risk
Non-sensitive (NS)/Low Risk

Trust determination process
Suitability/Fitness

Required Documents

To apply for this position, you must provide a complete Application Package which includes:
  • Resume


The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please use this checklist to make sure you have included other documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), documentation to support Veterans Preference claims, or ICTAP/CTAP documentation (for displaced Federal employees). You will not be contacted for additional information.
  • Cover Letter
  • DD-214/ Statement of Service
  • Disability Letter (Schedule A)
  • Disability Letter (VA)
  • PCS Orders
  • Proof of Marriage Status
  • Resume
  • Separation Notice (RIF)
  • SF-50/ Notification of Personnel Action


SF-50, Notification of Personnel Action (if applicable for Time in Grade and/or Eligibility):
  • Most recent SF-50 if you are a current or former Federal employee
  • An SF-50 showing 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
  • Award 50's do not provide sufficient information and will not be accepted for the purpose of verifying time-in-grade.
  • Examples of appropriate SF-50's include:
    • Within grade increases at the highest grade held; or
    • Promotions with an effective date more than one year old; or
    • SF-50's at the highest grade held with an effective date more than one year old.
Veterans' Preference: When applying for Federal Jobs, eligible Veterans should claim preference for 5pt (TP), 10pt (CP/CPS/XP), or for Sole Survivor Preference (SSP) in the questionnaire. You must provide a legible copy of your DD214(s) which shows dates and character of service (honorable, general, etc.). If you are currently serving on active duty and expect to be released or discharged within 120 days you must submit documentation related to your active duty service which reflects the dates of service, character of service (honorable, general, etc.), and dates of impending separation. Additionally, disabled veterans and others eligible for 10-point preference (such as widows or mothers of eligible Veterans) must also submit an SF-15 "Application for 10 Point Veteran Preference" with required proof as stated on the form. Documentation is required to award preference. For more information on Veterans' Preference, please visit http://www.fedshirevets.gov/job/vetpref/index.aspx .

If you are relying on your education to meet qualification requirements:

Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education .

Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.

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