This position is in the Office of the Associate Director at the Eastern Oklahoma VA Health Care System (EOVAHCS) This position is serves as an Executive Assistant to the Medical Center Associate Director. They work with the Associate Director, other Executive Leadership/Pentad, the Executive Staff of the Pentad, and Service Line Executives to review, plan and coordinate the delivery of health care programs throughout the facility.

Duties

Major duties include but not limited to: Provides support to the Associate Director to include processing human resource actions, monitoring health performance measures, monitoring administrative performance measures and manage change within each/all systems of care. Participates in developing plans to meet or exceed the facility's Strategic Plan. Participates in development and documentation of long and short range planning efforts. Develops, reviews and recommends business plans, resource projections, priorities, justifications, etc. Prepares and contributes to reports and other presentations on program planning and evaluation as well as facility reporting (internally and externally). Maintains Contract Officer level 1 and 2 requirements, facilitate Executive Resources Board meetings, and contributes to the development of Annual Medical Center operating and Budget plans and objectives. Develops comprehensive business plans to improve the operation and cost effectiveness of medical center programs which involve and impacts a number of clinical and administrative services. Develops service agreements, DoD Sharing Agreements as designated, standard operating procedures, addressing problems impacting clinical program efficiency of operations. Coordinates and monitors the implementation of initiatives to expand or enhance health care programs. Designs and conducts a wide variety of comprehensive and detailed analyses of complex functions and processes related to health programs, evaluates the use of new technologies and business practices and recommends best outcome options. Provides facility-based oversight to the facility's Contract Officer Representatives and the COR Program through chairing the facility Contract Management Committee. Ensure staff maintain training and will support an active inventory of sample documents available for EOVAHCS CORs to tailor to their service needs. Provides back-up support as directed for Executive Assistant staff in the Director's Office due to vacancies to minimize disruption to executive office operations. Reviews, analyzes, evaluates and makes recommendations on medical center wide budget issues and the cost effectiveness of medical center operations, including, but not limited to evaluating all medical center clinical contracts, the utilization of fee staff for various operations. Monitors and analyzes monthly fiscal reports on contract expenditures for all clinical contracts, resource sharing agreements and sales of services to non-DoD entities as well as availability of services for DOD utilization. Coordinates with VISN and other facility Executive/Staff Assistants to share ideas and determine applicability of other facility practices at EOVAHCS. Serves as internal consultant to management on expansion of programs and projects. Monitors the Network Director's Performance Plan (NDPP) Plan to ensure the Associate Director's Performance Plan thru the Medical Center Performance Plan elements are aligned. Tracks items on the Associate Director's plan and will act, either independently or with consultation with the Associate Director to ensure plan items are successfully met. Uses VA data systems, the Internet, and other sources of data to provide reliable and up to date data to support decision-making tools and recommendations. Prepares reports recommending program effectiveness improvements to meet VA and The Joint Commission (TJC) accreditation standards. Serves and leads various TJC improvement teams. Makes and implements major managerial recommendations to the Associate Director including: Organizational improvements including changes in structure and delegation. Manages the overall administrative operations for the various services and programs under the auspices of the Associate Director. Performs other 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, 8:00am-4:30pm Compressed/Flexible: Not available 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 - Executive Assistant/PD133650 Relocation/Recruitment Incentives: Yes, a recruitment incentive may be applicable for highly qualified applicants. Permanent Change of Station (PCS): Not available Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/10/2023. 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 GS12- Applicants must have held grade GS-11 or higher for at least one year to be eligible for the GS-12 grade level of this position. For GS13- Applicants must have held grade GS-12 or higher for at least one year to be eligible for the GS-13 grade level of this position. 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. Preferred Experience: Experience implementing and evaluating policies, plans and internal operations regulations, communicating with ELT members within the medical facility, and experience providing administrative support to executive-level leadership is preferred but not mandatory. Individual Occupational Requirement (IOR): The Health System Administration Series, 0671 has a minimum qualification entry requirement: 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. Specialized Experience: Progressively responsible analytical, 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. OR, Special Provision for In-service 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. AND, You must also qualify based on your experience at the appropriate grade level as described below: GS 12 Grade Level 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: (1) Project Management: Conducts special studies and surveys employing principles of scientific management to assist/advise the Medical Center Director as to most effective method for accomplishing the Facility's mission/goals. (2) Program Management: Attends numerous meetings, coordinates with Service Chiefs and Executive Leadership to gather information and relay to Medical Center Director on progress/results; may be called to provide leadership or chair committees in absence of Medical Center Director. Coordinates a wide variety of administrative duties to ensure they are appropriate/completed (3) Policy Making/Planning: Serves as compliance advisor/manager to the Senior Executive Board by participating in policy making, planning and management decisions that have impact of the health care system. Works independently to initiate actions to correct deficiencies and follows up until closure. (4) Communication: performs administrative work involving personnel management/administration, council and committee management/administration, strategic planning or other assigned programs. (5) Senior Management Support: provides high level of support to Medical Center Director and to Executive Leadership staff, Assistant Director, Associate Director, Chief of Staff, Nurse Executive, Service Chiefs and responds to requests from the VISN and Central Office. (6) Public Trust: works closely with Medical Center Executives and functions within a high level of trust regarding confidentiality/loyalty regarding sensitive information. OR; GS 13 Grade Level 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: (1) Knowledge of VA programs, Veterans Health Care System, and the environment in which it operates. (2) Ability to focus on significant points requiring management's attention and to analyze various data. (3) Knowledge of the principles and practices related to the management of complex health care delivery systems and the ability to solve problems. (4) Knowledge of VA Standard Operating Procedure Manuals and local directives. (5) Knowledge of national health reform issues and developments, sharing agreements, DoD operations and policies, and VISN operations. (6) Knowledge of administrative laws, policies, and regulations. (6) Skilled in planning, organizing and conducting meetings. (7) Ability to interact with others positively in difficult situations. (8) Skilled in written and oral communication. You will be rated on the following Competencies for this position: Cost Benefit AnalysisDecisivenessOrganizational DevelopmentPlanning and EvaluatingReasoning 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: 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: For this announcement, only the Individual Occupational Requirement may substitute education for experience.

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 Jack C Montgomery VA Medical Center 1011 Honor Heights Drive Muskogee, OK 74401 US
• Name: Gina Lee
• Phone: 307-778-7550 X3629
• Email: [email protected]