The Health System Specialist serves as the Executive Assistant (EA) to the Chief of Staff, responsible for relieving the Chief of Staff (COS) of administrative, planning, and management responsibilities that can be assumed by a non-physician. The incumbents primary purpose is to support in analyzing, evaluating and coordinating health care delivery systems and operations. A Relocation Incentive is authorized for a highly qualified candidate

Duties

Major duties include, but are not limited to: Program Administration: Responsible for distributing written policies and procedures that promote commitment to compliance. Maintains a collaborative working relationship with chiefs of all WTVAHCS service lines, Medical Staff, Regional Counsel, Executive Leadership, and other key stakeholders in the Medical Center. Maintains awareness of laws and regulations, keeping abreast of current changes that may impact the Medical Center through seminars, training programs, policy review, and personal contact. Develops, evaluates and modifies organizational structure and system to achieve program goals. Duties and responsibilities of the position include development and implementation of policies and procedures for the WTVAHCS. Special Projects/Project Management Plans and accomplishes special projects, acting as an expert and advising top managers on major office issues. Lead, conduct and participate in complex management studies and reviews, particularly those with wide or significant effect upon the health care system's organizational structure, policies, processes, operations, fiscal control, efficiency, and those where the boundaries of the studies may be broad. Briefs and advises senior management on issues and they may represent the office at facility meetings, and/or external activities and meetings. Selects qualitative and quantitative methodologies appropriate to the subject under examination and organizes and leads integrated process teams throughout the organization to create process flow charts, recommendations, identification of training opportunities and other requirements that may arise. Conducts special studies and analyses as requested, including feasibility studies, cost benefit analyses, FTEE/productivity analyses, case mix analyses, etc. identifies and evaluates data elements needed for these studies and submits findings. Provides results and recommendations in a timely, concise and accurate manner. Plays a critical role in the leading the effort to meet or exceed performance expectations related to performance measures and monitors in a timely, efficient and accurate manner. Quality/Productivity Goal Provides leadership and direction to promote the development and productivity of all employees. Meets monthly with COS aligned administrative officers (AOs) and health system specialists to review service issues, educate on processes, identify best practices and support task completion. Fields queries and maintains a system to ensure that patient complaints are appropriately received and resolved. Administers internal reviews, quality, productivity initiatives, and monitors performance measures of services aligned under the Office of the Chief of Staff. Ensures quality assurance issues pertaining to the Service are documented and appropriate follow-up action occurs regarding any problem, or recommendation found or made as a result of the Service's quality assurance activity. Direction/Long-Range Planning Develops both long and short-range policies and plans for the Office of the Chief of Staff by coordinating the medical administration needs of the organization(s). Manages and coordinates all administrative aspects of the Office of the Chief of Staff. Responsible for the development and implementation of policies and procedures for the Office of the Chief of Staff. Reviews and updates SOPs, policies, charters, memorandums of understanding and other relevant documents for the Office of the Chief of Staff. Accreditation Program Administration Incumbent is fully aware of quality assurance aspects and assembles and monitors current required materials to assist the Chief of Staff in meeting requirements for accreditation by TJC, CARF, CHIP, CLIA and others. Responsible for tracking, investigating and formulating a response to inquiries from facility, VISN, VHA, elected officials, White House Hotline, and regulatory agencies. Responsible for assisting the Chief of Staff in developing Pay for Performance goals for physicians and dentists, evaluating goals achieved, and pulling data to identify completion of goals. Develops both long and short-range plans for the Office of the Chief of Staff by coordinating the medical administration needs of the organization(s). 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 telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Health System Specialist - RELOCATION INCENTIVE/PD006880 Relocation Incentive: Authorized Critical Skills Incentive (CSI): Not Approved 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, 11/28/2023. 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. 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. Candidates must meet the following Individual Occupational Requirement (IOR):In addition to meeting the time in grade requirement, you must meet the following minimum qualifications 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: 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: 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 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. In addition to the above IOR, 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: working knowledge of the organization and structure of health care delivery systems or managed care networks; apply analytical principles, theories, and techniques to health care management and operational systems with a degree of resourcefulness and ingenuity; assess existing policies, procedures, federal code in order to ensure compliance and provide education to facility staff; working effectively with Medical Center service chiefs developing corrective action plans to improve the effectiveness, efficiency, and appropriateness of patient care; develop and deploy a system of internal monitoring at the Medical Center level to identify protentional organizational risks; written and oral communication skills; de-escalate difficult interactions and mediate toward solutions; provide necessary guidance to senior management, Compliance Committee, and Medical Center staff; interpret agency and system policies and procedures to determine impact on the Medical Center programs. You will be rated on the following Competencies for this position: Communications Analysis and Problem Solving Planning and Evaluating 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 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. 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.

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

Contacts

• Address George H O'Brien Jr VA Medical Center 300 Veterans Boulevard Big Spring, TX 79720 US
• Name: VISN 17 SSU USAS Group
• Email: [email protected]