The Nebraska-Western Iowa VA Health Care System is recruiting for an Administrative Officer (AO) for the Outpatient Scheduling Service Line. The incumbent is accountable for the supervision, coordination and oversight of scheduling and consults across NWI to include area CBOC's. The AO provides direct supervision to the Outpatient Scheduling Service Supervisory Medical Support Assistants and reports to the Associate Director for Patient Care Services.

Duties

Duties of the position include, but are not limited to, the following: Supervisory Responsibilities Perform administrative and personnel management functions relative to staff managed and supervised Establish guidelines and performance expectations for staff Observe employee performance offering performance critiques, feedback and periodically evaluation Resolve informal complaints and grievances Develop work improvement plans and recommend personnel actions when necessary Provide counsel on administrative, disciplinary, and human resource matters for employees Training and compliance of employee safety regulations Direct supervision, development and assessment of assigned personnel Program/Data and Analysis Responsibilities Develop analytical systems and analyzes multifunctional programs, functions, and processes across the enterprise to ensure objectives are accomplished efficiently including: Supply and demand measures Projected impact of changes in either supply or demand (i.e. planning for growth) Clinic profile maintenance and improvement Scheduling directive compliance Access performance measures, including electronic wait lists, care in the community consults, etc. All other scheduling performance measures or monitors assigned by VA, VISN or local leadership. Create written policies and procedures that promote commitment to scheduling and consult compliance. Study and analyze program specific data and conducts evaluation efforts Responsible for preparation and coordination of reports and correspondence for service line Supports various management initiatives in implementing new or revised technologies and processes to improve access management Coordinate and support the team efforts in the application of access management business rules, metrics and change management processes Strive to find and highlight "best practices" throughout the facility and works to implement clinical improvements Develop continuous management report systems for the service line to monitor present and future demand of clinical services offered Positively participates in a variety of work groups, projects and initiates with a focus on continuous quality improvement Monitors the implementation of process improvement projects Provide guidance and oversight in the creation and implementation of Action Plans Identify concerns and makes recommendations regarding corrective actions for all documents relative to Scheduling Compliance Activities HR/Logistics/Contracting/Finance Responsibilities Responsible for strategic planning and direction and budgetary oversight and fiscal management Oversight for all contractual actions and phases of contract work from within the service line Manage capital assets, including EIL inventories and related reporting requirements Develops and coordinates the implementation of internal policies and programs relating to employees Education and Training Reviews program directives related to all programs and identifies topics on which staff need further education and training Assist in the development and coordination of the education and training Provide training to staff that is based on current directives and/or local policies and procedures. Establish internal measurement criteria and performs periodic audits to ensure compliance with scheduling directives, re-educating staff when needed. Other duties as assigned Work Schedule: Monday through Friday, full time (40 hour) - 7:30 a.m. - 4:00 p.m. Virtual: This is not a virtual position. Position Description/PD#: Administrative Officer/PD706250 Relocation/Recruitment Incentives: Not authorized. Financial Disclosure Report: Not required.

Requirements

• You must be a U.S. Citizen to apply for this job
• All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment. Applicants who refuse to be tested will be denied employment with VA.
• Selective Service Registration is required for males born after 12/31/1959
• You may be required to serve a probationary period
• Subject to background/security investigation
• Selected applicants will be required to complete an online onboarding process
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP)
• Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Department of Veterans Affairs Personnel

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 12/29/2023. 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-11 position you must have served 52 weeks at the GS-09. 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-09, in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to the following: Understanding of clinical operating systems and processes relating to the service line; Interpersonal and administrative skills sufficient to organize and coordinate efforts; Possess qualitative and/or quantitative methods for the assessment and improvement of program effectiveness; Understanding of healthcare organization structure, programs and resources; Analytical skills needed to evaluate data from databased/reporting systems; Effectively communicate both orally and written suggestions, process improvement, compilation and presentation of service line specific information and/or data; Understanding of local policy and procedures for development, implementation and adherence; Experience with numerous and varied computer software programs such as Microsoft (MS) Excel, Word, Access, Outlook, and PowerPoint . (This experience must be well documented in your resume or application package. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a Ph.D. or equivalent doctoral degree or 3 full years of progressively higher level graduate education leading to such a degree or LL.M. (TRANSCRIPTS REQUIRED) 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 masters level. Physical Requirements: The work is generally sedentary, with no special physical requirements. Work Environment: The work is performed in a typical office setting. Some travel between sites of care may be required to coordinate initiatives and to represent the agency at meetings and events and to do demonstrations and presentations. You will be rated on the following Competencies for this position: Administration and ManagementEducation and TrainingFinancial ManagementHuman Capital Management 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. 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.
* Please ensure a graduation/completion date is clearly seen on your transcript.

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 Nebraska-Western Iowa HCS - Omaha 4101 Woolworth Avenue Omaha, NE 68105 US
• Name: Timothy Ries
• Phone: 605-336-3230 X7700
• Email: [email protected]