The Hudson Valley VA Healthcare system, Montrose campus is currently recruiting for one Administrative Officer for the Mental Health Service Line. The purpose of this position is to provide a variety of management services essential to the operation of the MHSL, which include administrative, personnel, and finance management, program analysis, and performance improvement.

Duties

Administrative Management Drafts administrative management duties within the MHSL, including policies and plans (strategic and equipment) for review, administrative policies instructing others, data, and information to help define administrative requirements and complete action items, and/or advice to MHSL leadership on related issues. Represents, provides input, and speaks on behalf of the MHSL at designated medical center committees and taskforces; communicates the views and consensus of the MHSL to other service lines/programs, outside agencies, and visitors when appropriate. Interprets and tracks Decision Support System (DSS) and VHA Support Service Center (VSSC) outputs to analyze and draft reports related to provider workload, access measures, and operational costs. Prepares detailed reports for management review and provides recommendations for improvement. Analyzes and evaluates, on a quantitative and qualitative basis, the effectiveness of MHSL operations (i.e., telehealth, same day access and panel management) in meeting established goals and objectives. Conducts portions or phases of cost effectiveness studies for clinical and administrative programs. As the administrative lead for access, conducts the command center meetings with administrative personnel and related efforts that assure consult timeliness and implementation of compliant practices that align with the national and local scheduling directives. Reviews clinic profiles with providers on a regular basis and adjusts clinic profiles accordingly. Creates clinic profiles for new clinics and cancels clinics when necessary, on a timely basis with direction from the MHSL AGPM, and MHSL ACOS. Personnel and Resource Management Participates in the full range of human resources requirements, including assisting managers with projecting staffing needs, drafting position descriptions, and preparing competencies for leadership review. Reviews, analyzes, and interprets incoming human resource requests. Recommends appropriate action or suggests appropriate alternatives based on knowledge of internal operations, agency policies, budgetary constraints, and work priorities. Provides input into the formulation and fiscal administration of the operational budget for the MHSL fund control points, including outpatient supply and travel budgets, and recommends actions as appropriate. Monitors MHSL fund control points throughout the fiscal year and submits budget requests as needed. Researches equipment, inputs equipment requests, monitors equipment inventory lists, and works with supervisors to forecast equipment needs for the MHSL five-year equipment plan. Program Analysis and Process Improvement Supports the MHSL with the analysis and development of process improvement initiatives. With direction from the MHSL ACOS and MHSL AGPM, develops and recommends program changes to improve short and long-term performance at multiple levels of care and sites, reflecting HVHCS Mission, Vision, and Strategic Plans. Independently gathers, compiles, coordinates, and analyzes operational activities of the MHSL to ensure that both clinical and administrative functions follow policies, directives, and handbooks issued by VA Central Office, VISN2, and various accrediting and regulatory groups. Develops, monitors, and evaluates the effectiveness and efficiency of the MHSL, including panel sizes, access measures, and supply utilization, and reports significant trends and recommendations for improvements to MHSL leadership. Takes appropriate action to coordinate with a variety of customers to develop a plan for problem resolution, knowledge management and diffusion of promising practices. Develops and presents to MHSL leadership with statistical and narrative comprehensive data/reports in a variety of formats (i.e., Excel, PowerPoint, Word) to justify changes in processes and/or procedures. Prepares and presents recommendations for improvements based upon analysis at various service line and organizational-wide meetings. Maintains the Mental Health Dashboard through VSSC data connections, which includes access measures, provider panel measures, telephone measures, and a variety of other measures that impact the operations of MHSL. Interprets data in accordance with statistical principles and works with MHSL ACOS and MHSL AGPM to add additional measures. Serves as a lead in developing staff in process improvement practices (i.e., Plan, Do, Check, Act (PDCA), Lean/Six Sigma) to encourage a culture of continuous improvement within MHSL. This may entail educating staff through various meetings and communication mechanisms, leading process improvement workgroups, and documenting process improvement efforts. Performs other duties as assigned. Work Schedule: Monday to Friday 8am to 4:30pm Telework: Authorized under supervisor discretion Virtual: Not Authorized Position Description/PD#: Administrative Officer/PD49454O Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 02/15/2024. 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-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: Experience as a Program Support Assistant, Secretary or positions that entail managing a clinic or a departments administrative need. Broad range of experience in managing personnel, finance, procurement, budgeting, and program analysis. Experience acting in place of leadership in department of facility committees, taskforces etc. Experience analyzing data, performance and trends and providing advise and feedback to leadership. Experience analyzing data to draft and prepare various types of reports for leadership. Skill in strategic planning, analysis, and evaluative methods to provide leadership recommendations on program effectiveness and best practices. Experience using data application and system software. Experience with budgeting, forecasting and cost effectiveness analysis. Experience with Clinic management as it relates to staffing and providers. Experience developing administrative and staffing procedures within a department. Knowledge of Human Resources procedures such as but not limited to Forecasting manpower, drafting Position descriptions and Functional Statements, handling Human Resources request. Experience providing short- and long-term administrative needs and goals to leadership. Position requires excellent customer service skills, comprehensive verbal, and written communication skills. Comprehensive knowledge and skill with the use of Microsoft Word, Excel, PowerPoint, Outlook etc. OR Education: master's or equivalent graduate degree or 2 full years of progressively higher level graduate education leading to such a degree or LL.B. or J.D., if related 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 years of graduate level education and an excess of 6 months of specialized experience . You will be rated on the following Competencies for this position: Administration and ManagementBudget AdministrationCommunicationsPersonnel and Human Resources 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. Travel to other sites is common via POV, GOV or VA shuttle. A fair amount of walking/mobility is required to execute the job responsibilities. Light lifting usually in the form of binders, office materials or portable electronics. 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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.

Contacts

• Address Franklin Delano Roosevelt Hospital 2094 Albany Post Road Montrose, NY 10548 US
• Name: Shannon Wright
• Email: [email protected]