The incumbent will serve as a Medical Administration Officer with a facility title of Assistant Chief, Health Administration Services (HAS) organizationally aligned to the Health Administration Service at the Northern Indiana VA Medical Center (610) - a level 2 complexity VHA facility. Health Administration Services (HAS) involves the management of patient administrative activities. The incumbent reports directly to the Chief of HAS.

Duties

The Assistant Chief, Health Administration Service (HAS) position is located in the Health Administration Services at the VA Northern Indiana Health Care System. The duties and responsibilities are carried out throughout the medical center and include all administrative and clinical areas that are responsible for the verification of eligibility, workload, and coding needs. Identifies problem areas and develops action plans to address and resolve issues related to the mission of HAS. Performs duties involving supervision of staff administrative services, to include substantial line responsibility for establishing and implementing overall administrative policies and priorities in collaboration with the Chief. Works across multiple administrative service lines to assist the Chief in changing policies and priorities to ensure that patient care and medical record administration is executed in the most efficient manner possible. Responsible for assisting with medical administration programs and providing technical and administrative support for the medical facility. This includes eligibility, medical records, documentation, incomplete charts, and action required to ensure that performances are met. Works in close collaboration with clinical and administrative service line leadership to ensure compliance with relevant performance targets and appropriate regulatory guidance. Provides for maintenance of data related to budget and expenditure estimates. Provides for the best administrative outcomes without exceeding the allotted budget. Works in close collaboration with the Chief to provide workload statistics. Advises appropriate staff on fund shortages, makes recommendations regarding funding or program adjustments, promotes cost consciousness, and identifies areas in which savings are possible. Assist in administering programs concerning such matters as equal opportunity, merit promotion, labor-management relations, and position management. Assists with space and equipment programs with the Health Administration Service. May assist with Human Resources/Equipment/Space Policy decisions for HAS. Assists with reassignment of personnel as required and has comprehensive knowledge of Medical Center operations to advise on personnel utilizations. Responsible for assisting in the coordination of performance evaluations of HAS and may provide counseling for position advancement. Serves as the assistant for the approving official on orders for supplies, services, and equipment for HAS. Maintains responsibility for operating within the authorized budget. Arranges for the shared use of equipment within HAS, establishes and administers an effective program of preventive equipment maintenance, may assist with coordinating the annual inventory of all property assigned to HAS, and oversees the maintenance of accurate records which state the location and condition of the inventory items. Familiarity with sources, costs, maintenance facilities is essential. Works with management and the professional staff, assists in the submission of annual workload estimates, and analyzes and prepares monthly reports to management. Makes recommendations for changes, as trends suggest, and monitors for compliance. Participates with other professional administrative services in serving as a member of numerous upper management committees. May serve as COR for contacts within HAS. Oversees the daily operation of the office/department, ensures that agency policies and priorities are being followed; develops performance standards; and evaluates work performance of subordinates. Gives advice, counsel, and instruction to employees on both work and administrative matters. Hears and resolves minor complaints from employees; refers group grievances and more serious unresolved complaints to a higher-level supervisor or manager; effects minor disciplinary measures such as warnings and reprimands and recommends action in more serious cases. Interviews candidates for positions in the unit; recommends appointments, promotions, and reassignments to department positions; identifies and provides for training needs; and finds ways to improve production or increase the quality of work within the area of authority. Carries out Equal Employment Opportunity policies and program activities. Other associated duties as assigned. Work Schedule: Monday - Friday 8:00 a.m - 4:30 p.m. Tour Subject to change based upon the needs of the Agency. Virtual: This is not a virtual position. Position Description/PD#: Medical Administration Officer/PD91397-O Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/29/2024. 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-12 position you must have served 52 weeks at the GS-11. 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 as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade (GS-11) 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 that equipped you with the particular knowledge, skills, and abilities to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled. Responsible to survey the required skills and self-acquire as necessary. Knowledge and analytical ability to sufficiently conduct comparative studies aimed at determining the effectiveness of a wide range of management processes, and the applicability of higher-level directives, laws and various regulations as they relate to privacy. Effective communication and writing skills with the ability to articulate complex regulatory information in understandable terms and present information to diverse audiences. Good organizational and planning skills as well as the ability to handle multiple tasks simultaneously. General knowledge of health care industry and/or experience with VHA, HHS, third party carrier procedures and regulations is recommended. You will be rated on the following Competencies for this position: 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 usually accomplished while seated at a desk. The position may require travel (primarily within the facility geographic area) involving day trips. Work Environment: The work environment involves everyday risks or discomforts requiring normal safety precautions typical of office settings. The work area is adequately lighted, heated and ventilated. May require occasional travel. Other Conditions: Supervision and oversight at this level requires exceptional coordination and integration of a number of very important and complex program segments or programs of profession administrative, technical and managerial work. Supervision and resource management at this level involves major decisions and actions which have a direct and substantial effect on the organization and programs managed. This level requires final recommendations or decisions about many of the management areas listed. Constant changes of deadlines, frequent, abrupt and unexpected changes in work assignments, goals and deadlines require constant adjustment to operations under the pressure of continuously changing and unpredictable conditions. 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 Northern Indiana HCS 1700 East 38th Street Marion, IN 46953 US
• Name: Holli Walker
• Phone: 832-350-4150
• Email: [email protected]