The incumbent serves as a Program Specialist to the Supervisory Health System Specialist (SHSS), VA Tennessee Valley Healthcare System in providing program administration, clerical needs, and coordination of administrative needs for Service personnel. The incumbent provides clerical and administrative support needs for the Service, which has training, patient care, research programs and outpatient clinics; all of which require coordination and/or oversight by the Chief, Medical Service.

Duties

The incumbent serves as a first echelon of contact to resolve any administrative issues and problems, etc. Responsible for coordinating administrative duties for the subsections, in an effort to guarantee the primary goal of optimally delivering high quality health care to the Veterans. Expertise in broad administrative levies is required to assist in meeting the needs of the Service's long-range planning.Prepares reports, reviews, correspondence, including assisting with completing administrative projects requested of the Medical Service. These documents may include spreadsheets, charts, graphs and/or tables.Prepares and/or assists the Supervisory Health System Specialist (SHSS) and Chief, Medical Service in preparing management assessment reports by extrapolating data from databases, written and/or oral reports.Prepares and/or assists in preparing contracts and sharing agreements for Medical Service.Coordinates preparation for internal and external review programs (i.e., Joint Commission, IG). This includes completing the pre-survey questionnaires; updating and revising policy and procedures documents; and insuring service records are up to date.Responsible for accumulating information, data analysis and planning regarding required administrative recommendations and/or decisions to implement efficient Medical Service management and resolution of Medical Service problems.Responsible for recommendations having policy-making implications and implementation of decisions after approval of the Section Chief/SHSS.Incumbent prepares drafts and guidance for the development/implementation of Medical Services policies and procedure, which may be directed locally or from VACO, as they relate to patient care. Provides current information to the Service Chief/ SHSS concerning the many and various regulations and guidelines, which affect the operation of Medical Service. Responsible for writing and updating Medical Services Office Procedure Manual. May devise and implement new office procedures.Coordinates administrative details and activities for the Service Chief/SHSS, Section Chiefs and other medical staff as needed. Establishes and maintains liaison with professional and administrative personnel in all Services of the facility and appropriate personnel in the Veterans Integrated Service Network (VISN) 9. Veterans Administration Central Office (VACO) and other Veterans Affairs Medical Centers (VAMCs).May be required to represent Service at meeting with administrative focus and bring findings back for implementation in the Service. Provides training to Medical Service staff on new changes and expectations in administrative procedures. Prepares performance evaluations and reports; informs service employees of available training services and employee activities. This position represents the department through service as Record Control liaison, a secondary ADP Applications Coordinator (ADPAC), primary Key Control agent, a member of a System Redesign squadron, the Veteran Satisfaction Improvement Committee, the Administrative Officers Council, a representative for the Combined Federal Campaign, as a Controlled Substance Inspector and other roles when called upon to do so. The incumbent attends meetings of an administrative nature with department representatives outside of the Service with, or in the stead of, the Service Chief and/or SHSS. 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. The incumbent is responsible for serving on various committees at the medical center level and performing other administrative duties in support of, and in an effort to, extend the Chief/SHSS and the professional staff. The incumbent acts as approving official on timekeeping entries in absence of SHSS. Assures accurate recording and maintenance of information concerning polices and regulations governing the time and leave system - Memorandum of Service Level Expectations (MSLE), memos, labor mapping, audits. Work Schedule: Full Time, Monday - Friday, 8am - 4:30pm, Flex and Compressed Tours may be available to highly qualified applicants Virtual: This is not a virtual position. Position Description/PD#: Program Specialist/PD70912A and PD70881A 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, 10/09/2023. 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-7 position you must have served 52 weeks at the GS-5. For a GS-9 position you must have served 52 weeks at the GS-7. 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 and/or education as described below: Specialized Experience GS-7: You must have one year of specialized experience equivalent to at least the next lower grade GS-5 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Properly managing documents. Properly communicating with visitors, coworkers, and senior staff members. Gathering onboarding information and ensuring properly workflow. Using automated systems. Running reports. OR Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 1 full year of graduate level education or superior academic achievement. OR Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education; only graduate level education will be considered. Specialized Experience GS-9: You must have one year of specialized experience equivalent to at least the next lower grade GS-7 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Properly managing documents. Properly communicating with visitors, coworkers, and senior staff members. Gathering onboarding information and ensuring properly workflow. Using automated systems. Running reports. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a Master's or equivalent graduate degree. OR Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education; only graduate level education will be considered. You will be rated on the following Competencies for this position: Customer Service (Clerical/Technical)Knowledge ManagementTechnical 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: The work is primarily sedentary, although some slight physical effort may be required. 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 Tennessee Valley HCS - Nashville 1310 24th Avenue South Nashville, TN 37212 US
• Name: Tracy Binion
• Phone: 314-939-8817
• Email: [email protected]