AddressSummary The Chief, Medical Administrative Service (MAS), occupies a major position on the Director's staff at this healthcare system. He/she is the staff management consultant on all matters within the purview of agency-wide Medical Administration policies. The Chief, MAS has full delegated responsibility for the planning, direction, control, coordination, operation and evaluation of all healthcare system Medical Administration management functions. Responsibilities The Chief, Medical Administrative Service, formulates and issues policies, through the Director, relating to the broad areas of healthcare administration. This provides a basis for sound administrative practices, defines responsibilities for carrying out specific functions, provides recognized authority consistent with applicable laws under which actions are taken to minimize the possibility of unauthorized action or favorable criticism and facilities decisions to promote consistency of interpretations and application across organizational lines. Responsibilities require the application of knowledge of national VHA healthcare programs meeting inpatient and outpatient missions at a highly complex, affiliated tertiary care Medical Center with multiple sites and satellite outpatient clinics distributed across a wide geographic area. The incumbent is responsible for providing leadership to a diverse workforce that is frequently the frontline between the patient and the medical staff. MAS employees generally are the first to engage veterans over the phone, upon entry into the medical center and are the first line at the clinic and inpatient setting. He/she is responsible to ensure proper procedural training, as well as regular customer service training. He/she is responsible for developing and planning administrative research and special studies at the station to improve and advance healthcare administrative operations or identify the opportunities for improvement of paramedical and administrative services and implement these opportunities in order to achieve excellence in the delivery of support services to patients and employees. Designs and implements studies such as gap analysis, population modeling, service demand, needs assessment, Strength/Weakness/Opportunity/Challenges (SWOC), make/buy analysis, and other studies to analyze results/data to develop both short and long-range strategic direction/plans. The incumbent develops and issues policies through the healthcare system relating to the broad area of patient administration which provides a basis for sound administrative practices, defines responsibilities for carrying out specific functions, provides recognized authority consistent with applicable law under which action is taken to minimize the possibility of unauthorized action or unfavorable criticism and facilitates decision to promote consistency of interpretations and application across organizational lines. Serves as the subject matter expert in the legal and technical, and as such plans, organizes and directs aspects of medical administration programs, providing legal interpretation and technical advice and guidance to employees, service chiefs, veteran service officers, patient advocates, veterans and their families, etc. Maintains knowledge base through intense reading and analysis of VA regulations and directives, public laws, Code of Federal Regulations, United States Code, etc. Keeps staff informed of changes as they occur and implements new initiatives as announced to ensure benefits and services to veterans and beneficiaries are executed in accordance with cited authorities. The incumbent oversees the budget and submits requirements regarding the distribution or redistribution of resources, based on a comprehensive awareness of the needs of each division. The incumbent plans, implements, monitors and adjusts the budget to effectively operate the service, while maintaining budgetary constraints and accomplishing the service mission with the greatest cost efficiency. The incumbent works directly with section chiefs by providing leadership and guidance in determining resource needs of all MAS organizational elements and ensures that subordinate managers are competent in the receipt, execution and accountability of funds. The incumbent is the delegated approving authority for overtime expenditures, travel orders and purchase card transactions. The incumbent analyzes and interprets workloads and other data used in resource planning to prepare budget requirements based on the interpretation of empirical data. The incumbent develops and implements systems and procedures for improving cost-effectiveness and productivity. Provides leadership in the development, execution, and management of the annual business plan supporting the service's strategic direction and daily operations to include the planned evaluation, allocation, and execution of resource plans. Other duties as assigned. Work Schedule: Monday through Friday from 7:30am to 4:00pm Virtual: This is not a virtual position. Position Description/PD#: Program Specialist (Business Office Manager)/PD003110 Relocation/Recruitment Incentives: Relocation can be offered to highly qualified applicants. Financial Disclosure Report: Not required Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment. Applicants who refuse to be tested will be denied employment with VA. 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 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, 02/21/2024. 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: 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: Knowledge of planning, coordination, and execution of business functions, resource allocation, and production. Organizes work, sets priorities, and determines resource requirements; determines short- or long-term goals and strategies to achieve them; coordinates with other organizations or parts of the organization to accomplish goals; monitors progress and evaluates outcomes. Plans, distributes, and monitors work assignments; evaluates work performance and provides feedback to others on their performance. Knowledge of the methods, techniques, and tools used to analyze program, organizational, and mission performance; includes methods that deliver key performance information (for example, comparative, trend, diagnostic, root cause, predictive) used to inform decisions, actions, communications, and accountability systems. Uses knowledge that is acquired through formal training or extensive on the job experience to perform one's job; works with, understands, and evaluates technical information related to the job; advises others on technical issues. You will be rated on the following Competencies for this position: Administration and Management Manages Human Resources Organizational Performance Analysis Planning and Evaluating 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: This is primarily a sedentary position, but the work requires some walking, bending, stooping and carrying of light objects such as manuals, documents, etc. Concentration and sustained performance under prolonged stress is required because of the time factors involved in completion of work assignments within deadlines. 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. Additional Information 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. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. 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/. This job opportunity announcement may be used to fill additional vacancies. Pursuant to VHA Directive 1193.01, VHA health care personnel (HCP) are required to be fully vaccinated against COVID-19 subject to such accommodations as required by law (i.e., medical, religious or pregnancy). VHA HCPs do not include remote workers who only infrequently enter VHA locations. 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 accommodation from this requirement using the reasonable accommodation process. If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement.
