Incumbent plans and directs Chaplain Service administrative workflow, operations, and programs. Has responsibility for supervising MSAs and administrative patient support staff. Assignments include: evaluating the work of subordinate staff; resolving problems to ensure patient services are met; evaluating equipment and systems to make recommendations for improved operations; identifying training needs; making recommendations on hiring; evaluating performance, and taking disciplinary action.

Duties

The incumbent will perform independent analytical and evaluative work associated with the administrative activities of Chaplain Service, to include workload statistics, Quality Management (QM) chart reviews, and provide assistance with tracking staffing coverage on a daily basis. Duties also include tracking, capturing, collecting, compiling, correlating, analyzing, and preparing related data and generating/presenting reports that reflects the program statistical and inconsistency information. Works independently with Clinical Application Coordinator (CAC) staff to develop new and innovative reports to improve the function of the Service and streamline the process for Staff Chaplains to see newly admitted patients, and other reports to track Unit coverage. Responsible for monitoring the Chaplain Service Fund Control Points and General Post Funds, ensuring that needed supplies, materials, equipment and services are available for staff and patient needs on a routine basis. Sets up and maintains systems to control purchasing and use of supplies. Tracks all purchases and contracts. Maintains the Service Chief's calendar. Assumes responsibility for recurring and special reports, statistics and program evaluations. Receives and reviews all incoming correspondence, establishes suspense lists and determines whether correspondence should be brought to the Service Chief, referred to other staff, or handled personally. Follows up on incoming mail to ensure timely and accurate responses. Reviews outgoing correspondence for neatness, accuracy, adherence to established format, and adherence to medical center policies and procedures. Independently researches and prepares correspondence to include official correspondence, social and personal acknowledgements, acceptance letters, and office reports. Timekeeper for all staff in the Service, including Intermittent and CPE residents. The incumbent acts as liaison between Chaplain Service and the Administration and Service Chiefs and Care Line Managers of this medical center, medical center front office in Louisville, Kentucky, Volunteer Service Organizations and Chaplain Service management located nationally and within our VISN. Assist in personnel management for Chaplain Service. Independently coordinates and prepares all personnel actions, maintains personnel-related records such as performance ratings, position descriptions, competency statements, awards, etc., manages the full performance appraisal cycle, provides Human Resource advisory services to the Chief. Provides guidance to the Chief in personnel matters involving staffing, classification, leave administration, employee relations, and training issues. Creates and maintains Organizational Chart. Serves as the Service's liaison with Human Resources Management Services. Provides assistance in reserving venues for Warrior to Soul Mate (W2SM) Retreats in the Family Assistance Program, while tracking the number of employees trained in Level I certification training and how many couples attend retreats. Checks Veterans in for individual and couples outpatient counseling appointments under the Family Assistance Program. Offers assistance with scheduling follow-up counseling appointments for Veterans and completing return to clinic (RTC) submissions for Family Assistance Program Coordinator and Staff Chaplains who facilitate therapeutic-support groups. Receives visitors and phone calls both for the Service and the Service Chief, and is the first person the Veteran, family member or employee will come in contact with. Gives special consideration to patient's emotional and spiritual needs when assisting Veteran patients, their families and other employees in the absence of a Staff Chaplain. All telephone calls are screened by independently determining the nature and purpose of the calls and evaluating whether to refer them to a Staff Chaplain or handle them personally. Receives and monitors request for service from Mental Health, Nursing Service and other Service Lines/providers. Schedules outpatient counseling appointments for Veterans and their family members. Tracks this information and collaborates with Mental Health Service to ensure data is captured appropriately for internal & external reporting. Work Schedule: Monday - Friday, 7:30 am - 4:00 pm (Tour may change dependent on the needs of the service) Compressed/Flexible: Not Available Telework: Not Available Virtual: This is not a virtual position. Functional Statement #: Supervisory MSA / 40235-F Relocation/Recruitment Incentives: Not Authorized

Requirements

Qualifications

Basic Requirements: United States Citizenship: Non-citizens may only be appointed when it is not possible to recruit qualified citizens in accordance with VA Policy. English Language Proficiency: MSAs must be proficient in spoken and written English in accordance with VA Handbook 5005, Part II, Chapter 3, Section A, paragraph 3.j. Experience: Six months experience of clerical, office, [customer service], or other [administrative] work that indicates the ability to acquire the particular knowledge and skills needed to perform the duties of the position; OR, Education: One year above high school. NOTE: Foreign Education - To be creditable, education completed outside the U.S. must have been submitted to a private organization that specializes in the interpretation of foreign educational credentials and such education must have been deemed at least equivalent to that gained in conventional U.S. programs; OR, Experience/Education Combination: Equivalent combination of experience and education are qualifying for entry level for which both education and experience are acceptable English Language Proficiency. MSAs must be proficient in spoken and written English in accordance with VA Handbook 5005, part II, chapter 3, section A, paragraph 3j. May qualify based on being covered by the Grandfathering Provision as described in the VA Qualification Standard for this occupation (only applicable to current VHA employees who are in this occupation and meet the criteria). Creditable Experience: Knowledge of MSA Practices. To be creditable, the experience must have demonstrated the knowledge, skills, and abilities (KSAs) associated with current MSA responsibilities [or an equivalent administrative patient support role in a non-VA medical inpatient or outpatient setting]. Experience satisfying this requirement may be paid/non-paid employment as [an] MSA or [an equivalent position in a non-VA hospital or clinic setting]. Quality of Experience: Qualifying experience must be at a level comparable to MSA experience [or equivalent administrative clinical support role in a non-VA medical inpatient or outpatient setting] at the next lower grade level. For all assignments above the full performance level, the higher-level duties must consist of significant scope, administrative independence, complexity (difficulty), and a range of [varieties] as described in this standard, at the specified grade level and be performed by the incumbent at least 25% of the time. Part-Time Experience: Part-time experience as an MSA or equivalent administrative patient support in a [non-VA medical inpatient or outpatient setting] is creditable according to its relationship to the full-time workweek. For example, [an] MSA employed 20 hours a week, or on a 1/2-time basis, would receive [one] fulltime workweek of credit for each [two] weeks of service. Grade Determinations: In addition to the basic requirements for employment the following experience criteria must be met when determining the grade of candidates: Supervisory Medical Support Assistant, GS-08: Experience: One year of experience equivalent to the [GS-07] grade level leading or supervising MSAs or equivalent administrative patient support staff in a non-VA medical inpatient, outpatient, or interdisciplinary setting. Demonstrated Knowledge, Skills, and Abilities - Candidates must demonstrate [all of] the KSAs below: i. Ability to provide the full range of administrative and supervisory duties to at least one subordinate MSA supervisor or team leader in a patient support setting which includes assignment of work, performance evaluations, selection of staff, and recommendation of awards and/or advancements. ii. Ability to collaborate, communicate, and demonstrate customer service and interpersonal skills with internal and external customers to ensure quality/continuity of care and ensure compliance with established policies and regulations. iii. Ability to provide briefings, orientations, staff development, and training in a patient support setting. iv. Ability to manage fiscal matters, forecast resource and equipment needs, and identify budget needs. v. Advanced knowledge of managing or leading patient support staff in a clinic. This includes independently utilizing reference sources, decision making, and empowering the team to collaborate and resolve problems within a complex systems environment. References: VA Handbook 5005/117, Part II, Appendix G45: Medical Support Assistant Qualification Standard. The full performance level of this vacancy is GS-08. The actual grade at which an applicant may be selected for this vacancy is a GS-08. Physical Requirements: The work is primarily sedentary and walking. The work requires the ability to handle multiple demands simultaneously in dealing with a wide variety of clients on a daily basis. Tasks will require prolonged use of computers. There are lengthy periods of sitting, interrupted by intervals of walking and climbing stairs about the medical center to make the many personal contacts required of this position.

Education

IMPORTANT: 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 Robley Rex VA Medical Center 800 Zorn Avenue Louisville, KY 40206 US
• Name: Mark Condra
• Phone: 615-873-7745
• Email: [email protected]