The incumbent will provide leadership, monitoring and expert technical health administration guidance to Business Office staff, as well as consultative and support services to Service Lines throughout the facility. The incumbent will provide leadership over all administrative support aspects of appointment management for Inpatient Units, Outpatient Clinics (Specialty and Primary Care), and 6 Community Base Outpatient Clinics with facility-wide operational impacts.

Duties

Major duties include but are not limited to: Responsible for duties related to the direct supervision of all Supervisory MSAs at the Main facility and CBOCs; second line supervision to MSAs of any grade in the assigned areas of: Customer Service, Scheduling, Insurance Card Buffer (ICB) Capture, Recall Reminder, Mission Act referrals, Electronic Wait List (EWL) management and Return to Clinic Orders management. Acts as liaison between MSA staff and clinical staff in the outpatient clinics, Veterans and the public. Oversees the daily operation of the outpatient clinics, ensures VHA directives and policies are being followed; provides feedback of performance standards; and evaluates work performance of subordinates. Instructs employees in assigned tasks and job techniques, conducts formal and informal on-the-job training and answers questions on procedures, policies, and directives. Identifies training needs and finds ways to improve production or increase the quality of work within the assigned areas. Coordinates the leave of Supervisory MSA's, approving time and leave as appropriated and arranging for or providing cross-coverage in order to provide adequate coverage within the Centralized Scheduling Unit within the Patient Administration section of the Business Office. Develops the need for and maintains an awareness of available resources, and makes recommendations to Business Office Leadership regarding needs, distribution or redistribution of these resources. Responsible for data collection, validation, interpretation, analysis, and reporting. Researches and/or analyzes issues relating to Appointment Management, Insurance Capture Buffer, performance measures, data entry requirements for administrative data, patient care data capture, and electronic workload capture. Extract data, using a variety of software packages and data sources, and apply analytical techniques to develop recommendations for process improvement. 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 unit positions; identifies and provides for training needs; and finds ways to improve production or increase the quality of work within the area of authority. Performs other related duties as assigned. Work Schedule: Monday through Friday, 8:00am - 4:30pm Telework: Not Available Virtual: This is not a virtual position. Position Description/PD#: Supervisory Administrative Specialist/PD02068A

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/04/2024. 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: thorough and comprehensive knowledge of pertinent laws, regulations, policies, guidelines and procedure; broad knowledge and experience in the field of patient administration, both inpatient and outpatient, medical records and related fields of medical administration; thorough knowledge of VistA packages necessary to manage, control, secure, coordinate and implement computer activities; demonstrate and apply sound knowledge of English usage and proper formatting and application in preparation of formal correspondence in response to inquiries, reports, audits, etc.; have managerial skills with a high degree of aptitude in oral presentation, written communications as well as a sound mathematical base to perform assignments; able to effectively teach, train and orient other staff to data validation methods and monitoring systems. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successful completion of a master's or equivalent graduate degree, successfully completed two (2) full years of progressively higher level graduate education leading to such a degree, LL.B or J.D. if related. Such education must demonstrate the knowledge, skills, and abilities necessary to do the work of this. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of successfully completed graduate level education (beyond the first year) and specialized experience, as described above, to meet the total requirements. The education portion must include graduate courses that demonstrate the knowledge, skills, and abilities necessary to do to the work of this position. Only graduate education in excess of the amount required for the next lower grade level may be used to qualify applicants for positions at grade GS-9. You will be rated on the following Competencies for this position: Administration and ManagementAnalytical ReasoningChange ManagementCommunicationPlanning and Evaluating 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 & Work Environment: The duties and responsibilities of this position require 50% mobility between the Business Office and various other clinics/offices located at any of our health care system sites. Generally, the work is sedentary but may require some slight physical effort. The work is performed in an office environment that is adequately lighted and climate controlled. 50% travel is required. The incumbent could be exposed to communicable diseases and other risks associated with working in a healthcare setting. 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 Columbia VA Health Care System 6439 Garners Ferry Road Columbia, SC 29209 US
• Name: Christen Watson
• Email: [email protected]