The Health System Specialist is located at the Portland VA Medical Center (PVAMC) in Research and Development (R&D). PVAMC is a large, complex hospital and one of two tertiary referral centers for VISN 20. The position reports directly to the Administrative Officer/Administrative Director of R&D, but often works directly with the Research Associate Chief of Staff (ACOS) and Deputy ACOS along with Principal Investigators (PI's), Administrative Officers (AO's).

Duties

This position involves a multi-grade career ladder. The major duties listed below represent the full performance level of GS-11, however a selection can be made at any of the following grade levels: GS-09 OR GS-11. At the GS-09 grade level, you will progressively acquire the background necessary to perform at the full performance level of GS-11. Major duties include, but are not limited to: Program Administration and Management - 75% Provides high level analytical and procedural support of projects in a comprehensive research setting, providing day-to-day support for the Portland VAMC R&D. Acts as a liaison and handles communication for the division with internal and external stakeholders. The position works with local R&D staff and ORD to resolve complaints and concerns, and address areas in need of improvement. Serves in an advisory compacity to managers, supervisors and PI's seeking analysis, advice, assistance and guidance on issues related to staffing, such as recruitment and placement, position management, classification and other questions regarding research human resources matters. Analyzes management techniques, processes, and styles for fostering and improving effective communication of critical information regarding Human Resources (HR) actions to supervisors and staff. Oversees the onboarding, credentialing and privileging processes for Title 5, Title 38 and Title 38 Hybrid, fee basis, Without Compensation (WOC), and contract employees. Provides continuous and ongoing monitoring of licensures, certifications, and privileges as required by positions. Works with admin staff to ensure security clearances and computer access prior to onboarding. Maintains the HR database, HR tracking sheets, and organizational charts. Responsible for all staffing processes as well as providing guidance to leadership with regard to strategies to recruit and maintain appropriate staffing levels. Employee works with R&D leadership and HR to complete all necessary paperwork for recruitment. Work involves planning for, and developing systems, policies, and procedures to ensure all staff, including Full-Time Employee (FTE), Not-to-Exceed (NTE), WOC, fee basis and contractors meet procedural and regulatory requirements. This includes formulating, developing, and recommending operating methods or procedures, and adapting established policy to the unique requirements of the individual services within the division. Quality Improvement Programs - 25% Reviews financial staffing reports for discrepancies in salaries, overtime, incentive awards, terminal leave, and overall staff costs. Performs work related to developing and monitoring quality programs, plans, procedures, and methodologies; and/or analyzing quality initiatives and processes. Analyzes a wide range of processes with long-term goals and results. Makes use of basic and advanced quality tools to accomplish analysis. Reviews reports and studies to ensure that user requirements are met and appropriate rules and regulations are utilized. Identifies trends and prepares and/or assists in the initiation or revision of administrative policies in the professional services. Prepares policy guidance, develops, reviews, and updates SOPs, guidelines, and information to facilitate research program activities. Collects and evaluates data related to individual provider performance, to include professional performance evaluations (PPE), performance pay, provider proficiencies, and ensures reports are available in competency files as required. Provides guidance and advice to leadership team in regard to quality assurance, compliance, and monitoring of personnel performance. Reviews any adverse events and unanticipated problems and assures that appropriate action is taken within the established timeframes. Preferred Experience: Experience with USA Staffing, experience with Job Analysis worksheets, experience with Category Rating forms. 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 Title/PD#: Health System Specialist/PD481470 and PD481480 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level.

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements within 30 days of the closing date of this announcement, 01/12/2024. You may qualify based on your experience and/or education as described below: GS-09 Grade Level: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-07 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Under guidance, uses qualitative and quantitative analytical techniques such as: literature search; work measurement; task analysis and job structuring; productivity charting; determining staff to workload ratios (e.g., span of control); organization design; space planning; development and administration of questionnaires; flowcharting of work processes; graphing; and calculation of means, modes, standard deviations, or similar statistical measures; skill in conducting interviews with supervisors and employees to obtain information about organizational missions, functions, and work procedures. NOTE: This experience must have been in a 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. 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 a degree in in hospital administration, public health administration, or related fields such as business or public administration with course work in health care administration or LL.B. or J.D., if related. NOTE: Transcripts must be submitted with application. Education cannot be credited without documentation. NOTE: 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 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. GS-11 Grade Level: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-9 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 and adapting analytical techniques and evaluation criteria to the measurement and improvement of program effectiveness; conducts detailed analyses of complex functions and work processes; presenting staffing recommendations and negotiating solutions to disputed recommendations; advanced knowledge of HR laws, regulations, policies, and processes in the Federal Government and specific to VA sufficient to perform basic HR functions, provide advice, and make recommendations for organizational improvement; knowledge of software programs including MSS, USA Staffing, WebHR, Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), DSS, VSSC, and relational databases; Ability to abstract and interpret data and present findings in a clear, concise manner. NOTE: This experience must have been in a 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. 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 Ph.D. or equivalent doctoral degree or 3 full years of progressively higher level graduate education leading to a degree in hospital administration, public health administration, or related fields such as business or public administration with course work in health care administration. TRANSCRIPTS REQUIRED. OR, Combination: Applicants may qualify by combining education and specialized experience. Only successfully completed graduate level education (in excess of the 2 years or 36 semester hours) and specialized experience to meet total experience requirements. TRANSCRIPTS REQUIRED. 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. 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. Physical Requirements: The work is sedentary, however, there may be some walking, standing, bending, carrying of light items such as papers, books, small parts, or driving an automobile, etc. No special physical demands are required to perform the work.

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.

Contacts

• Address VA Portland Health Care System 3710 Southwest US Veterans Hospital Road Portland, OR 97239 US
• Name: Simone Ball
• Phone: 541-440-1000 X44275
• Email: [email protected]