The Supervisory Program Specialist position is within the VA Palo Alto Health Care System (VAPAHCS), and oversees the Outpatient Administration Service within Patient Care Service.

Duties

Major duties and responsibilities include, but not limited to: Applies the specialized principles and practices of health care management in directing and supporting the VAPAHCS. Performs analysis and interprets workload and other data used in resource planning. Establishes minimum standards for quality and productivity and monitors quality and productivity programs. Ensures accurate and timely data capturing of workload data and clinic encounter documentation; develops, evaluates, and modifies organizational structure and systems to achieve program goals. Discusses, investigates, and responds to employee and patient grievances and dissatisfactions in order to resolve conflicts. Coordinates and prepares recurring monthly, quarterly, and annual reports, management briefings, summaries, and a wide variety of non-recurring reports. Has full supervisory line authority for the administrative management and guidance. represents management at labor management meetings, provides information, resolves conflicts, and/or problems that may arise and assures management officials are familiar with the negotiated agreement. Incumbent hears and resolves staff concerns and complaints. Effects, as needed, disciplinary actions and recommends action in more serious cases. Upon receipt of new directives or procedural changes, proceeds to analyze and review their scope or impact on operational responsibilities. Ensures subordinate supervisors and other personnel concerned are apprised of changes and plans and conducts training or orientation meetings for the expeditious implementation on new directives. Maintains a close working relationship with the various Clinical Chiefs, assisting in formulating service plans, policies, short and long-range goals. Represents Nursing Service management at service-level meetings, systemwide process action teams, interdepartmental meetings to address systemwide ambulatory care/outpatient administration issues, special conferences, etc. Responsible for all administrative aspects (as required in outpatient areas) of admissions, eligibility, Patient Care Encounter (PCE) Program, customer service, transportation, facility workload statistics, ambulatory/primary care, dental care, Compensation and Pension exams, fee-basis management, DHCP software management and Nursing training and safety programs. Provides on-the-spot subject matter expertise in legal and technical aspects of Outpatient Administration Section programs. Provides top management with technical counsel necessary to meet procedural, legal and administrative requirements relating to care and treatment of inpatients and outpatients in the outpatient clinics. Maintains an effective working relationship with the clinical staff, which is essential to resolving complex inter­relating treatment and administrative problems. Upon request orients and assists new clinical providers and resident staff in VA policies and procedures allied to and supporting patient care. Work Schedule: Monday - Friday, 8:00 am to 4:30 pm 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#: Supervisory Program Specialist/PD06499A 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, 12/14/2023. 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. 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-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: coordinates the efforts of subordinate staff, regarding workload, data capture, patient flow, eligibility, and the needs and request of clinical providers; engages in analytical, financial, statistical, and quantitative problem solving and analysis; completes financial analysis techniques, including budget projection and forecasting; performs staffing and manpower utilization, to the extent that useful reports and/or studies can be generated to support existing cost and financial data for senior level management; uses word processing, spreadsheet, and database packages, to include referral management software and other VA computer systems; communicates effectively on paper and by word of mouth.. You will be rated on the following Competencies for this position: Administration and ManagementCustomer Service (Clerical/Technical)LeadershipOrganizational Stewardship 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 duties of the position are primarily sedentary involving such administrative tasks as sitting, carrying, reviewing papers, analyzing data, writing and speaking. There will be frequent use of computer terminal for data access and analysis. On some occasions speaking in public forums is required as is walking through different laboratory or patient care areas. 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 Palo Alto VA Medical Center 3801 Miranda Avenue Palo Alto, CA 94304 US
• Name: Veronica Alvarado
• Phone: (415) 960-5758
• Email: [email protected]