The primary purpose of this position is to serve as the Executive Assistant to the Chief of Staff (COS) and Deputy Chief of Staff (DCOS), through support in analyzing, evaluating on and coordinating health care delivery systems and operations. This position assists in setting strategic direction and local policy for overall administrative requirements of the Medical Staff.

Duties

*** Non-Bargaining Position *** Operational Clinical Program Support Utilizing knowledge of the management/operations of clinical programs, federal regulatory requirements & local policy/procedure to support COS/DCOS Office to analyze, evaluate & improve the administrative support to the clinical services Applying specialized knowledge of the basic principles/practices related to the management of health care delivery system to advise the COS Office on gaps in administrative support to clinical services or in training needs May provide supervision over the COS Secretary including coaching, calendar coordination, travel coordination & tracking/monitoring of suspense items Serving as a resource & process expert in the development of DoD sharing agreements. May serve as DoD liaison for communication/negotiation on terms of agreements. Monitoring clinical sharing agreements & initiating renewal timely to ensure no gaps in coverages Coordinating the development and renewal of clinical service agreements that serve to define the process to coordinate care between primary care and specialty care or between specialty care services Ensuring patient safety issues are reported up the chain-of-command through heads-up messages or issue briefs Tracking pay panels through multiple steps & management approval processes to completion Clinical Program & Accreditation May be called upon in the absence of the COS Executive Assistant, to provide leadership in the management of the biannual roll-up of OPPE reports to the Medical Staff Professional Standards Board Collaborating with the COS Executive Assistant & may be called upon in the absence of, to provide leadership & consultation in the development or revision and annual review of clinical privileges in collaboration with legal counsel, service chiefs & other content experts Analyzing need for external information on clinical staff & developing Business Agreements with affiliation organizations for sharing of provider profile information Meeting with external hospital leaders to develop agreements & preparing the appropriate government forms for agency approval HR Program Management Administering clinical programs under the DCOS concerning such matters as equal opportunity, merit promotion, labor management relations & position management Responsible for personnel administration including knowledge of personnel operations including development of position descriptions, position classification, grievance procedures, performance standards & disciplinary actions Ensuring that workforce performance management programs are fully implemented for the direct reports staff to the DCOS to include competence assessment, performance appraisal, training & development needs & appropriate reward/recognition Discussing, investigating & responding to employee grievances & dissatisfactions in order to resolve conflicts Direction/Long-Range Planning/Policy Developing, reviewing & implementing both long- and short-range policies & plans for services under the DCOS. Including various aspects of budget & fiscal management; supply, service & equipment procurement; personnel & workforce utilization; clinical services, contract negotiation; construction and renovation & space utilization Budget Planning & Management Assisting in the formulation and execution of annual COS budget (items directly under DCOS area of responsibility) including salaries, supplies, equipment & all other general operating expenses Assembling/compiling budget information & maintaining running account of funds allocated & expended in all sub accounts & making interim adjustments where necessary to ensure that accounts are within authorized levels by applying the basic knowledge & understanding of budgetary policies, procedures & regulations in collaboration with the DCOS & Chief of Fiscal Performing other related duties as assigned Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level. Work Schedule: Monday - Friday 8:00 a.m. - 4:30 p.m. CST Telework: Not Available Virtual: This is not a virtual/remote position. Position Description/PD#: Health System Specialist - DCOS Office, Recruitment/Relocation Incentive / PD740-1001-O and PD740-1008-O Relocation/Recruitment Incentives: May be authorized to a highly qualified candidate. Financial Disclosure Report: Not required Physical Requirements: The work is sedentary. Some work may require movement between offices, hospitals, warehouses, and similar areas for meetings and to conduct work. Work may also require walking/standing, in conjunctions with travel to and attendance at meetings and/or conferences away from the work site. Incumbent may carry and lift light items weighing less than 15 pounds.

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 09/18/2023. 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-11 position you must have served 52 weeks at the GS-9. 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. Individual Occupational Requirements: 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: (for positions above GS-5): 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. Such experience may have been gained as an administrative officer, management analyst, or administrative or clinical program manager or supervisor in a health care delivery system. 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. GS-11 Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-9 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include: knowledge of clinical procedures and medical terminology in order to effectively communicate with staff and facility leaders, and to understand the objectives, organization, and procedures of clinical services; directs a full range of administrative activities such as budget/planning, human resources, equipment/supplies, security, safety, and patient/public relations; participates on various committees in the coordination of plans and projects; and, coordinates efforts to ensure patient concerns are received, evaluated, and addressed in a timely and effective manner by the appropriate subject matter experts. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a Ph.D. or equivalent doctoral degree or 3 full years of progressively higher-level graduate education leading to such a degree or LL.M., if related. Such education must demonstrate the knowledge, skills, and abilities necessary to do the work of this position (i.e., hospital administration, public health administration, or related fields such as business or public administration with course work in health care administration). (Transcripts Required) OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have a combination of specialized experience and education beyond master's degree to qualify for this level. (Transcripts Required). GS-12 Specialized Experience: Specialized experience includes ability to apply the specialized principles and practices of health care management in directing a health care service through familiarity with government-wide, facility, and service specific systems and requirements in various administrative areas such as budget, personnel, and procurement; knowledge of pertinent laws, regulations, accreditation agency requirements, policies and precedents which affect the use of program and related support resources (personnel, funding, or equipment); plan, schedule, and conduct projects and studies to evaluate and recommend ways to improve the quality, effectiveness and efficiency of work operations in a complex healthcare system; ability to reconcile contradictory requirements in preparing staff recommendations and in coordinating clinical and administrative services to meet requirements under critical deadlines; develops detailed plans, goals, and objectives for long-range implementation and administration of programs; knowledge of functions of Credentialing and Privileging; extensive knowledge of human resource operations, i.e., position classification, labor management, recruitment and selection practices, procedures for disciplinary actions, grievances, leave usage and approval, and various incentive/award programs (suggestions, performance, accomplishment, employee of the month, etc.) in order to manage day-to-day staffing needs; and, coordinates and responds to all controlled correspondence, congressional correspondence and patient complaints. You will be rated on the following Competencies for this position: Communication Decision Making Financial Management Manages and Organizes Information 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. 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

GS-12: There is no educational substitution at this grade level.

GS-11: A transcript must be submitted with your application if you are basing all or part of your qualifications on education.

If your school has changed names, or is no longer in existence, you must provide this information in your application.

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 VA TX Valley Coastal Bend HCS 2601 Veterans Drive Harlingen, TX 78550 US
• Name: VISN 17 SSU USAS Group
• Email: [email protected]