The incumbent will serve as one of five Supervisory Administrative Specialists within General Medicine Service located at Seattle, American Lake, Mt Vernon CBOC, Bremerton/Pt Angeles CBOC, and Women Health Clinic overseeing both Seattle and American Lake Campuses. The incumbent will be responsible for overseeing Clinic Managers at each of our sites. Each Supervisory Administrative Specialist (SAS) is part of the administrative leadership team reporting directly to the Administrative Officer.

Duties

Develops organizational structures and processes to ensure optimal administrative operations within assigned sections; serves as operations expert for the sections, setting administrative priorities and assigning administrative and operational work through the sections assigned. Represents the service line interests and positions at facility initiatives and collaborates across service lines to implement policy and procedures impacting multi-disciplinary teams. Service line leads on implementing new patient flow, patient communication, and patient check-in procedures at the facility level. Participates as key leader in the development protocols for facility initiatives and guides facility policy in alignment with service line positions and policies. The incumbent is also responsible for the following: Vetting new scheduling software. Participates in the MSA hiring project. Controlling flow for Centralized check-in. Developing continues training for Customer Service initiatives. Saturday Clinic Operations. Closely communicates with Emergency Staff to ensure patients are scheduled and seen after discharge. Provides implementation and oversight to the Behavioral Emergency Team in their respective site. Ensures processes are in place to keep supervisors and clinicians informed of organizational updates, program changes impacting programs, and proactively identifies and solves problems before they become significant, while reasonable anticipating and developing solutions which will prevent problems. Analyzes, summarizes, identifies, interprets and evaluates significant trends and issues. Forecasts and estimates program requirements and prepare reports, justifications, charts, graphs, statistical and narrative data for briefings and presentations to management officials. Leads quality improvement projects to resolve systems issues which arise in the normal operation of the sections assigned, or which arise at the time of a program development of change. Plans, develops, and conducts studies or oversees and participates in the completion of studies to assess current programs and determine future program needs. These studies involve review, analysis of documentation, procedures, files, records, contracts, costs, directives, forms and both computer generated and manually retrieved information. Provides analysis of findings and makes recommendations which provide the basis for planning, organizing, redesigning, and controlling day-to-day operations. The incumbent assists the Administrative Officer with generating Productivity Data, Analysis and Reports. Identifies metrics appropriate to the setting/program, reviews data, validates accuracy, analyzes findings, and makes programmatic recommendations based on analysis. The incumbent is a reference source for data repositories, (i.e. C&P access tracking programs, VSSC reports, AMIS 290 reports, and R01 Data Warehouse reports), methodologies including Decision Support System (DSS), Clinical Utilization Statistical Summary (CUSS), VHA Support Service Center (VSSC), Veterans Equitable Resource Allocation (VERA), and Systems Redesign. Manage requests requiring administrative action and delegating them within the sections assigned as warranted, including need for clinical information, report completion, data pulls, controlled correspondence and local, VISN 20, or National suspense items. Communication must be accurate, professional and complete with written documents completed according to organizational formats and guidelines. Facilitate patient relations. Act as a liaison between patients and the Service Line to resolve medical complaints and issues at the lowest level. Analyze patient care processes to identify and reduce potential problems. Conduct analysis and suggest solutions or alternatives to existing processes. Promote patient satisfaction within the Service Line. Communicate feedback to patients through the appropriate professional/administrative staff. Assist and respond to official inquiries. Provides assistance to Veterans regarding bills they may have received in error. Work Schedule: Monday - Friday, 8:00am - 4:30pm Virtual: This is not a virtual position. Position Description/PD#: Clinical Administrative Specialist/PD41119A Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements within 30 days of the closing date of this announcement, 02/05/2024. 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-09 position you must have served 52 weeks at the GS-07. 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-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: Knowledge of the various programs, accreditation, reporting, oversight and inspection requirements necessary for effective management of healthcare programs; ability to manage administrative resources in an organization, including Human Resources, budget management, contracting/procurement and space/capital equipment management; skill in using management information systems, office automation systems and processes, computer applications, principles and techniques; skill in oral and written communication in order to prepare and present recommendations and solutions regarding complex issues. 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. or J.D., if related that demonstrates the knowledge, skills, and abilities necessary to do the work of this position. 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 graduate level education (in excess of the first year or 18 semester hours) and specialized experience to meet total experience requirements. TRANSCRIPTS REQUIRED. Preferred Experience: One year supervisor in Tele-Health. You will be rated on the following Competencies for this position: Administration and ManagementContract AdministrationLeadershipOrganizational AwarenessProject 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. Physical Requirements: The work is primarily sedentary and performed in a typical office setting. Some slight physical effort may be required. Routinely walking around the Medical Facility. Work Environment: The incumbent typically performs work in an office setting which is adequately lighted and climate controlled; however, regular trips to patient treatment areas and exam rooms are essential. The position requires travel between both divisions of the VAPSHCS, and may require occasional overnight travel to meetings, conferences and training sessions 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 VA Puget Sound Health Care System 1660 South Columbian Way Seattle, WA 98108 US
• Name: Athena Houck
• Phone: 361-277-9613
• Email: [email protected]