This position reports to the Supervisory Administrative Specialist in the Division of Hospital and Specialty Medicine (DHSM) and supports the Clinical Director, and section chiefs. S/he is responsible for planning, organization, development, direction and evaluation of the DHSM Clinical Services and provides staff assistance in administrative matters relating to: patient concerns, budget management, contract management, PACT Team support, and assuring requirements for care are met.

Duties

Major Duties: Acts as a liaison or handles the communication with persons and/or groups within and outside of the division. Researches and/or analyzes unstable or complex program issues. Plans and/or accomplishes special projects and programs. Administers programs concerning position management and human-resources utilization. Oversees related contract administration including knowledge of personnel and contracting operations such as classification, standards, and competencies. Is backup to Administrative Specialist for personnel and human resource items. Is backup for controlled and congressional correspondence for the Division and is the secondary liaison with the Patient Advocacy Office. The employee will work closely with section chiefs and clinical leaders to produce data such as efficiency and productivity of providers/teams, and offer analysis of what is needed to bridge the gaps. The individual must be expert on application of LEAN principles, such as shaping demand, increasing internal supply, contingency planning to assist section chiefs in identifying workflow efficiencies and improving access. The employee will be able to establish metrics based on these principles and prepare reports for presentation to Division as well as Facility Executives. Data sources will include Proclarity cubes, VSSC, VISN, regional and national Data Warehouses, Decision Support Services reports, Managerial Accounting Control Center (SQL Server Reporting Services), CPRS, VISTA, Health Operations Dashboard and more. Performs administrative work, which includes management of an office's schedule or day-to-day plans. Develops new plans or schedules using standard references. Identifies objectives based on understanding of program and overall priorities. Determines specific steps, input required, and/or meetings. Identifies schedule and milestones; and estimates resources required. The employee is required to have complete knowledge of complex timekeeping processes and policies. The employee will be facile with the VATAS program for the pay and leave administration. The employee will work with the timekeeper and assist in providing daily timekeeping and management of all time and leave processes for assigned T&L's, including part-time physician electronic subsidiary records and reconciliation, memos of understanding and monthly physical verifications. Makes travels arrangements for Division Directors and other members of the Directors' staff or visitors as needed. The employee will assist section chiefs and managers with union and human resource notifications such as, but not limited to, disciplinary memorandums, FMLA requests and tour of duty change requests. Authorized to be approving official for orders for supplies, services and equipment. Reviews orders to verify their need for orders for supplies, services, and equipment. Follows policy for the purchase of supplies for the division. He/she projects organizational requirements for property and office supplies, computes cost and includes with other in-house budget data. Develops plans or schedules using standard references and existing information. Assists and updates office documents, standard operating procedures and related materials. S/he assembles and summarizes data, background information and other materials from publications and other sources. Reviews, maintains and disseminates technical reports received for actions. Advises management on the practical and technical aspects of office administration, purchasing, personnel administration, data processing, and file management and performs support work in each of these areas. Work Schedule: Monday - Friday 7:30am-4:00pm or 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#: Clinical Administrative Specialist/PD212660 Relocation/Recruitment Incentives: Not Authorized. Permanent Change of Station (PCS): Not Authorized. PCS Appraised Value Offer (AVO): Not Authorized. Financial Disclosure Report: Not Required.

Requirements

Qualifications

To qualify for this position, applicants must meet time-in-grade and specialized experience within 30 days of the closing date of this announcement,12/13/2023. 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 within 30 days the closing date of this announcement. 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: 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: applying analytical and evaluative methods and techniques to issues or studies concerning the efficiency and effectiveness of program operations. Knowledge of pertinent laws, regulations, policies and precedents which affect the use of program and related support resources in the area studied; expert on application of LEAN principles, such as shaping demand, increasing internal supply, contingency planning to assist section chiefs in identifying workflow efficiencies and improving access; conducting detailed analyses of complex functions and work processes; presenting staffing recommendations and negotiating solutions to disputed recommendations. NOTE: Experience must be fully documented on your resume and must include job title, duties, month & year starting and ending dates AND hours worked per week. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed a Master' s or equivalent graduate degree or 2 full years of progressively higher level graduate education leading to such a degree or LL.B. of J.D., if related that demonstrates the knowledge, skills, and abilities necessary to do the work of this position. NOTE: Transcripts must be submitted with application. Note: Education cannot be credited without documentation. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond 1 full year of graduate level education to be creditable. If you qualify by a combination, your experience must be detailed in your resume and transcripts are required. NOTE: Transcripts must be submitted with application. Education cannot be credited without documentation. You will be rated on the following Competencies for this position: Attention to DetailCustomer Service (Clerical/Technical)Problem Solving 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 VA Portland Health Care System 3710 Southwest US Veterans Hospital Road Portland, OR 97239 US
• Name: Wayne Newport
• Phone: 541-440-1000 X40116
• Email: [email protected]