Medical Administration Officer

Richmond, Virginia
Jul 29, 2021
Aug 05, 2021
Full Time


The position is located in the Department of Veterans Affairs (VA), Veterans Health Administration (VHA), Mid-Atlantic Health Care Network (VISN 6), at the Richmond VA Medical Center (VAMC) and is the Medical Administration Officer (Chief, Health Administration Service). The Richmond VA Medical Center (VAMC) is a highly academically affiliated tertiary care facility, consisting of one medical center and three Community Based Outpatient Clinics (CBOCs).
Learn more about this agency


Duties include but are not limited to:
  • Exercise financial management responsibilities for a minimum of 20 fund control points and develops workload and cost data for the preparation of medical center budget.
  • Develop and implement systems and procedure for improving cost-effectiveness and productivity.
  • Develop long and short-range plans, utilizing considerable knowledge of general clinical systems, programs, and practices, and how they relate to the unique administrative characteristics and needs of the health system.
  • Provides supervision of all FTE and interviews candidates for positions in the unit; recommend appointment, promotion, or reassignment to such positions. Initiates reassignment of personnel as required.
  • Responsible for overall management of enrollment program, the medical record program, Fee Basis non-VA Care program, and medical care cost recovery program within HAS.
  • Establishes performance standards and evaluate the performance of subordinate supervisors, make determinations of grievances, recommend training, and approve leave of subordinate supervisors.
  • Plan, organize, direct the utilization of financial and staff resources.
  • Manages space and equipment programs for the Service through coordinating the acquisition of supplies, equipment, and services.
  • Participates in administering programs concerning equal opportunity, merit promotion, labor management relations and position management.
  • Provides management, services and technical counsel necessary to meet the procedural, legal, and administrative requirements relating to the care and treatment of patients to achieve maximum utilization.

Work Schedule: 7:45 a.m. to 4:30 p.m. - Monday to Friday
Telework: Ad Hoc - May be offered to highly qualified applicants.
Virtual: This is not a virtual position.
Position Description/PD#: Medical Administration Officer/PD028310
Relocation/Recruitment Incentives: May be offered to highly qualified applicants.
Permanent Change of Station (PCS): May be offered to highly qualified applicants.
Financial Disclosure Report: Not required

Travel Required

Occasional travel - You may be expected to travel for this position.

Supervisory status

Promotion Potential


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


To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 08/03/2021.

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-13 position you must have served 52 weeks at the GS-12. 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 as described below:
GS13 - Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-12 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to:
  • Mastery of the application of a wide range of functions and methods concerned with the characteristic quality and numeric value expressions assessments and improvements of program effectiveness or the improvement of complex management processes and systems.
  • Comprehensive knowledge of a range of administrative laws, policies, regulations, and precedents applicable to the administration of one or more programs.
  • Sufficient to manage HAS comprehensive programs and patient administrative activities, and provide services and proficient technical counsel necessary to meet the procedural, legal and administrative requirements relating to the care and treatment of inpatients and outpatients to achieve maximum utilization of treatment and care facilities with expertise.
  • Knowledge of and familiarity with program goals and objectives, the sequence and timing of key program events and milestones, and methods of evaluating program accomplishments, in order to effectively utilize management analyst techniques that encourage better operations of management principles and practices in inpatient/outpatient units, admitting unit, and clinics; and implement findings and recommendations on organizational improvement or program effectiveness.
  • Implementation and monitoring of a variety programs that capture data for use in management's short and long range plans for the facility, which directly impact resource distribution and budget projections.
  • Responsible for the direction of HAS in broad patient administrative areas, providing resource allocation data and related interpretation for assessing the management of budget and other resources: admitting patients; providing technical and administrative support to physicians, nurses and other primary care providers; maintenance and evaluation of medical records; assuring all legal requirements for care are met; and discharging of patients.
  • Demonstrated skill in planning, organizing, and directing team study work and negotiating effectively with management to accept and implement recommendations, where the proposals may involve substantial agency resources, require extensive changes in established procedures, or may be in conflict with the desires of the activity studied; and adequate skill to successfully communicate work contributions to the improvement of productivity, effectiveness and efficiency in program operations and/or administrative support activities within the organization and associated satellite locations.
  • Oral and written communication skills to establish and maintain effective work relationships with a broad range of people that often have divergent viewpoints and conflicting priorities; and communicate the agency objectives and entitlement programs to veterans and their representatives.
  • Ability to present highly complex data and information to audiences of senior managers and executives, as well as members of the public; sufficient to develop, implement, monitor, and adjust plans to accomplish the mission within budgetary constraints internally as well as through contracts with outside vendors and express the need for maintaining an awareness of available resources, and makes recommendations based on evaluations/improvements as it relates to needs, distribution or redistribution of resources.
  • Ability to develop and maintain sound working relationships needed to interact with a variety of people with diverse backgrounds including medical center staff, organizational representatives, media, and patients.
  • Comprehensive knowledge of the substantive nature of operating programs of the different services and understanding of the interrelationships between the services.
  • Ability to manage a large organization with the ability to set priorities, use time effectively, delegate work efficiently and design and implement practical administrative and technical systems.
  • Comprehensive knowledge of regulation, directives and policies governing enrollment, eligibility, beneficiary travel, decedent affairs, HAS VistA software, HIM, and call center guidelines.
  • Planning work to be accomplished by subordinates, set and adjust short-term priorities, and prepare schedules for completion of work.
  • Attending regular meetings with subordinates in different sites of care to plan for the day, week and longer term needs and adjust schedules accordingly.
  • Providing advice, counsel, or instruction to employees on both work and administrative matters.
  • Developing performance plans and elements with rating factors for various levels.

You will be rated on the following Competencies for this position:
  • Administration and Management
  • Compliance
  • Customer Service
  • Employee Relations
  • Manages Human Resources
  • Organizational Awareness
  • Personnel and Human Resources
  • Problem Solving
  • Technical Competence
  • Technical Credibility

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 ne required.

For more information on these qualification standards, please visit the United States Office of Personnel Management's website at .


There is no educational substitution at this grade level.

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.

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 .

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 or need to fax a document you do not have in electronic form, 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.


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.

Background checks and security clearance

Security clearance

Drug test required

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

Trust determination process

Required Documents

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

Your resume (and/or curriculum vitae) must include the following information for each job listed:
* Job title
* Pay Plan and Grades Held (for Federal positions)
* Duties (Please be as detailed as possible. We recommend that you include information directly related to the position you are applying to. Good examples of pertinent information can be found in the Duties and Qualifications sections of the announcement. If you have performed any of those duties or have any of that experience, we are looking for that on your resume. We make no assumptions in regards to experience. It has to be on the resume under the position it was performed in at the proper grade level to count towards qualifications.
* Month & year start/end dates (e.g. June 2007 to April 2008)
* Full-time or part-time status (include hours worked per week)

For example:
* Supervisory Human Resources Specialist (Employee/Labor Relations)
* Any VA Healthcare System, Address City, State ZIP
* Full-Time (40 Hours Per Week)
* GS-12 Step 2 4/2019 - Present
* GS-12 Step 1 4/2018 - 4/2019
Duty related to the position you are applying to.
Duty related to the position you are applying to.
Duty related to the position you are applying to.

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)
  • Other (1)
  • Performance Appraisal
  • Proof of Marriage Status
  • Resume
  • Separation Notice (RIF)
  • SF-15
  • 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 Feds Hire Vets - Veterans - Job Seekers - Veterans' Preference .

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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