The primary purpose of this position is to serve as the Executive Assistant (EA) to the Medical Center's Deputy Chief of Staff. It is the incumbent's responsibility to relieve the Deputy Chief of Staff, to the maximum extent possible, of the administrative and management responsibilities for clinical service lines.

Duties

- Advises the Deputy Chief of Staff on activities, operations, conflicts and issues. - Acts for the Deputy Chief of Staff in administrative matters, including supervision of all administrative functions within the office of the Deputy Chief of Staff. - Makes proposals based on research, analysis and observation to modify or change policies and processes, as well as initiate suggestions for new policies designed to enhance the efficiency of Medical Center operations. - Coordinates the activities of clinical services with assessing and measuring productivity on a quarterly basis, including performing needs assessments for the hiring of additional providers (permanent staff, contract or fee). - Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Deputy Chief of Staff, including those of a sensitive or confidential nature. - Develops comprehensive reports, studies business plans, and prepares presentations. - Incorporates administrative matters between patient care and administrative services to ensure understanding and compliance with policies and procedural interpretations as established by VACO and top management. - Participates in the overall planning for the Medical Center's operation including budget planning, staff requirements, space assignments, equipment, and projects for specialized medical problems. - Leads and/or actively participates in and manages a variety of special projects requested by top management, some which may have organizational or network impact and may range from Strategic Analytics for Improvement and Learning (SAIL), patient and family- centered care/experience, to continuous process improvement. - Functions on behalf of the Deputy Chief of Staff as well as the Executive Steering Committee's Clinical Council and formulates policies and develop or coordinates directive material implementing these policies. - Advises and assists management on effective administration and management techniques for the professional services and assumes responsibility for day- today operation and administration. - Coordinates multi-disciplinary projects involving more than one service, program, or operational area, and makes recommendations for improvements to reduce costs and increase efficiency and effectiveness without compromising customer service. - Coordinates, with clinical service chiefs and the office of Quality Safety Value on accreditation and survey matters and reports, such as the Joint Commission, IG, NRC, and CAP. - Establishes, revises, and reviews policies, procedures, objectives, and organizational design to eliminate work problems or barriers. - Works in close relationship with the Director, Associate Director, Assistant Director, Chief of Staff, Deputy Chief of Staff and Associate Director for Patient Care Services to assure all programs contribute maximally to the basic mission of the System. - Provides service chiefs, program managers, supervisors and staff with direction and advice regarding VHSO policies, procedures, and guidelines. - Manages and/or prepares responses to organization correspondence. Reviews and edits outgoing correspondence by clinical services prior to the signature of the Deputy Chief of Staff and/or Medical Center Director. - Collaborates with discipline specific leaders to ensure professional collaboration that supports appropriate professional practice standards. - Resolves problems for professional services regarding eligibility for appointments, American Board requirements, etc., prior to referral to Human Resources & Workforce Development Service or to VA Central Office. - Communicates directly, and on behalf of the Deputy Chief of Staff, with service chiefs, program managers, executives, external review boards, Veteran and political organizations, and others on matters related to Deputy Chief of Staff's programmatic initiatives. - Represents the managed functions and/or the Office of the Deputy Chief of Staff (either directly or in conjunction with the Deputy Chief of Staff) at conferences, meetings and briefings with a variety of VHSO staff, Veteran Support Organizations, local and political representatives, external review boards, and more. Work Schedule: Monday - Friday, 7:30am to 4:00pm; subject to change based on the needs of the agency Telework: 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. Virtual: This is not a virtual position. Position Description/PD#: Health System Specialist/PD031670 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 07/17/2023. 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. Candidates must meet the following Individual Occupational Requirement (IOR): Candidates must meet the following minimum qualifications of the 0671 Health System Administration Series. Undergraduate and Graduate Education Major study -- hospital administration, public health administration, or related fields such as business or public administration with course work in health care administration. OR, Specialized Experience: Progressively responsible analytical or administrative, or clinical management or supervisory experience in the health care field. This work may have been performed in an operating health care facility or a higher organizational echelon with advisory or directional authority over such facilities. Work must have involved a close working relationship with facility managers and analysis and/or coordination of administrative, clinical, or other service activities, and provided knowledge of the following: Missions, organizations, programs, and requirements of health care delivery systems; Regulations and standards of various regulatory and credentialing groups; and Government-wide, agency, and facility systems and requirements in various administrative areas such as budget, personnel, and procurement. Special Provision for Inservice Placement: Successful completion of an agency-sponsored on-the-job training program may be substituted for qualifying experience, provided it included a formal individualized training plan. Such a training program must have been conducted in an operating health care system and included: Assignments providing a knowledge of basic health system administration philosophies, practices, and procedures, and basic government administrative policies and requirements; Practical assignments providing an opportunity to apply health system administration skills and principles (as the individual progresses, work assignments must be characteristic of the grade level to which he or she is assigned); and Oversight by an experienced health system administrator with periodic evaluation of the individual's progress and appropriate adjustment of the training program. In addition to the Individual Occupational Requirement (IOR) candidates must also meet the following specialized experience: GS-12 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: Experience in healthcare administration, knowledgeable in data analytics/informatics, experience in performance improvement, knowledgeable in hospital accreditation and survey matters. This experience must be supported by your resume to be creditable. You will be rated on the following Competencies for this position: Administration and ManagementCommunicationsProject Management 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. Physical Requirements: The work is principally sedentary; however, some walking and standing may be required by the position. Use of computer is required on a daily basis. 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

A transcript must be submitted with your application if you are basing all or part of your qualifications on education.

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.

Contacts

• Address Fayetteville AR VA Medical Center 1100 North College Avenue Fayetteville, AR 72703 US
• Name: SUSAN WILLIAMS
• Phone: 228-523-4934
• Email: [email protected]