This position is located within the Ambulatory Care Service Line of the Montana VA Health Care System and is responsible for coordinating the administrative functions and providing administrative and managerial support to all professional programs under the supervision of the Associate Chief of Staff in execution of assigned tasks.

Duties

Duties include, but are not limited to: Reviews all actions and requests received by the Associate Chief of Staff from clinical and administrative services or from external entities (i.e., VA Central Office, VISN, Congressional Offices, etc.). Identifies alternative programs and plans, providing staff assistance and participating in the discussions leading the formulation of Ambulatory Care strategic plans and programs. Obtains and consolidates planning information from subordinate units; assists in compiling information to be presented to the Chief of Staff or Executive Leadership at facility to be used in the planning, development, and operation of programs. Provides technical expertise in the field of health care planning and comprehensive advice and assistance to the superiors regarding possible need for revision of regulations and policies governing planning activities. Consolidates and prepares planning documents for submission; provides technical expertise in the field of healthcare planning and comprehensive advice; and assistance to superiors regarding possible need for revision of regulations and policies governing planning activities; assesses priorities to best meet healthcare delivery needs. Maintains a complete source of comprehensive manpower, space, and equipment data to support efforts to establish, review or modify resource requirements. Reviews equipment requests, makes recommendation on priority of requests, and ensures that the requests are submitted with appropriate justification. Analyzes the necessary human resources, equipment, and space to effectively support the mission of individual organizational units. Complies with all directives and special requirements in preparing annual and cyclic budget documents; monitors annual execution and recommends adjustments or reallocation of resources; evaluates and recommends staffing needs. Develops, evaluates, and adjusts organization structure for and management systems to accomplish the overall Service mission. Uses databases available at the local, VISN and national levels (i.e., Pharmacy Benefits Management package (PBM}, VHA Support Service Center (VSSC), Clinical Patient Record System (CPRS), VISTA and clinical databases) used throughout the hospital and Service to track section-specific issues including (but not limited to) physician and clinic workload, performance measures, infections, procedure numbers and complications. Collects and analyzes data as defined by leadership and distributes at least quarterly to Service leadership, Section Chiefs and upon request to hospital or VISN leadership. Provides supervision to subordinate staff; assigns work and provides technical and policy direction to their efforts. Performs analysis of all areas of management, including planning, organizing, implementing, coordination, controlling, evaluating, educating and improving medical, administrative and support operations of the healthcare system geared to the successful accomplishment of the VA mission. Resolves staff complaints concerning working conditions and related matters, and provides referral services, if necessary, to employees who develop personal problems that interfere with effective performance or undermine work group cohesiveness. Exercises human resources liaison responsibility by initiating recruitment activities, interviewing and selecting employees, complying with EEO objectives; planning and assigning work and maintaining accurate and current position descriptions. Sets priorities and establishes schedules; evaluates performance, recommends promotions and awards; approves requests for leave; identifies training needs; keeps employees informed; provides counsel; and recommends disciplinary action as required. Act as administrative liaison for nine sections/programs under the purview of Ambulatory Care advising in personal matters including; discipline, rewards, recognition, reassignment, staff adjustments, and realignment, labor/ management relationships, affirmative employment, alternative dispute resolutions and grievances. Work Schedule: Monday-Friday, 8:00am-4:30pm 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 ad hoc telework, based on the needs of the agency. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Supervisory Health System Specialist/PD133770 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, 10/31/2023. 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. Individual Occupational Requirement (IOR): The Health System Administration Series, 0671 has a minimum qualification entry requirement: 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 may qualify based on your experience as described below: 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: knowledge of OPM, VA regulations business administration, finance and patient-care principles; knowledge of local procedures, policies and organization makeup of the medical center; knowledge of a wide range of concepts to carry out difficult and complex work assignments; significant working knowledge of administrative support functions in Emergency Medicine, Sleep Medicine, Neurology, Cardiology, Endocrinology, EMS services and Rehabilitation Medicine; skill in application of a wide range of analytical and evaluative methods for the assessment and improvement of program effectiveness, or the improvement of complex management processes and systems; comprehensive knowledge and range of administrative laws, policies, regulations and precedents applicable to the administration of Ambulatory Care Service sections and programs; skill in adapting analytical techniques and evaluation criteria to the measurement and improvement of service effectiveness and/or organizational productivity; knowledge of agency service goals and objectives, the sequence and timing of service events and milestones and the methods of evaluating service accomplishments; knowledge of relationships with other services and key administrative support functions within the healthcare system and/or in other agencies and private sector institutions; skill in planning, evaluation and assessment of sections/programs, developing recommendations, improving processes and the implementation of new initiatives to design and conduct comprehensive management studies on matters concerning the Ambulatory Care Service; ability to propose new solutions to broad and important problems by analyzing and making recommendations concerning the centralization or decentralization of operations; skill to plan, organize and direct teamwork and negotiate effectively with management to accept and implement recommendations where the proposals involve substantial organization resources, require extensive changes in established procedures, or may be in conflict with the desires of the activity studied; thorough knowledge of the specialized principles and practices related to the management of Ambulatory Care Services, their healthcare delivery systems, general clinical systems, programs and practices, systems redesign, strategic planning and how these clinical principles and practices relate to the unique characteristics of those they serve; ability to gauge the critical balance between the administrative and clinical functions in the healthcare delivery system and the ability to coordinate and control program resources to achieve this balance; strong managerial, leadership and interpersonal skills as well as excellent written and oral communication skills; ability to provide necessary guidance to senior management, Health Care Delivery Committee and Medical Center staff relative to Ambulatory Care Services. You will be rated on the following Competencies for this position: Analysis and Problem SolvingHuman Capital ManagementOrganizational StewardshipQuality AssuranceStrategic Thinking 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

There is no educational substitution at this grade level.

Contacts

• Address Fort Harrison VA Medical Center 3687 Veterans Drive Fort Harrison, MT 59636 US
• Name: Ruthie Diaz
• Phone: (303) 202-8660
• Email: [email protected]