This position is located in the Division of Operative Care (OCD), Medical Practice Group (MPG), VA Portland Health Care System (VAPORHCS), VISN 20. OCD is a large complex division encompassing over 500 employees, contract, and professional staff, and an annual budget of approximately 55 million dollars, located primarily at the Portland campus with sub-specialty clinics at Vancouver, Bend, Hillsboro, and Salem Community Based Outpatient Clinics (CBOCs).

Duties

The employee serves as the Administrative Director & Operations Access Lead (OAL) of OCD and has primary provision and responsibility for the Administrative Service which oversees all administrative operations of all OCD Services including personnel management, budget analysis and execution, contracting, staff education, analytical and evaluative work associated with line and/or program activities, communication liaison regarding joint affairs with university affiliate (Oregon Health Sciences University), and the provision of administrative support of clinical practice, in collaboration with the Clinical Directors and the Nursing Manager. The employee is directly responsible to the MPG Administrative Director/Group Practice Manager, Office of the Chief of Staff. The MPG Administrative Director/Group Practice Management as a dotted line to the facility Director (SES). Major duties include but are not limited to; Provision and oversight of an annual OCD budget of over 55 million dollars which includes budget formulation, justification, and execution; financial management; and financial reporting. Develops the need for and maintains an awareness of available resources, and makes recommendations to VHAPORHCS Executives regarding needs, distribution or redistribution of these resources. Responsible for full authority for a large number of fund control points which are budgeted at 4 million dollars. Provides advice to management and program personnel on budgetary and finance issues. Performs as an expert in budgeting and financial management on a large departmental level. Develops both long and short-range policies and plans for OCD by coordinating the medical administration needs of OCD for the medical center. Provides formulative planning direction for the division. Taking the initiative to identify needs and potential issues/concerns and devising flexibilities in operations and constructive, cost-effective approaches to the resolution of problems. Participates in the formative stages in overall facility managerial planning so as to assure that an awareness of OCD medical administrative issues and implementations are considered and influence management decisions. Serves on various facility strategic planning committees and management on-site meeting with other agencies and program officials. Develops, evaluates, and modifies organizational structure and systems to achieve program goals. Participates in the analysis and interpretation of workload and other data used in resource planning. Establishes minimum standards for quality and productivity. Directs program implementation. Directs quality and productivity programs for the division. Conducts surveys and reviews to ensure that optimal patient care is being provided and that Medical Center resources are being appropriately and fully utilized. To include consult management (VA and Non-VA), clinic wait times, scheduling practices/audits (walk-ins, no shows, missed opportunities, cancellations), electronic wait lists and call center communications. Leads in administering programs concerning such matters as equal opportunity, merit promotion, labor management relations, and position management. Administers space and equipment programs. Establishes HR/Equipment/Space Policy for the division. Employee serves as key figure in manpower utilization program assuring recruitment and retention within approved ceilings are maintained. Responsible for personnel administration including knowledge of personnel operations including position classification, grievance procedures, performance standards, and disciplinary actions. The employee has the authority to plan for revised space assignments to providers and staff and to reallocate space to meet these demands. Employee is authorized to be the approving official for orders for supplies, services, and equipment. The employee reviews orders to verify their need and ensures that each section revives the appropriate share of the funds available. The employee is also charged with the responsibility of operating within the authorized budget. Work Schedule: Monday- Friday; 7:30a.m. to 4:00p.m. 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 Clinical Administrative Specialist/PD211380 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 time-in-grade and specialized experience requirements within 30 days of the closing date of this announcement, 04/22/2024. 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 within 30 days of the closing date of this announcement. For a GS-13 position you must have served 52 weeks at the GS-12. 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. You may qualify based on your experience as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-12 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: budget formulation, justification, and execution; financial management; and financial reporting; knowledge of personnel operations including position classification, grievance procedures, performance standards, and disciplinary actions; subject matter expert to clinic teams/staff/leadership regarding clinic management, data analysis, operations management, and continuous improvement; knowledge of personnel operations including position classification, grievance procedures, performance standards, and disciplinary actions; ensures annual licenses of department are current, initiates purchase orders for payment of annual fees for accreditation and participates in annual site inspections. You will be rated on the following Competencies for this position: Administration and ManagementHuman Capital ManagementPrinciples of Accounting 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. 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 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]