The incumbent serves as the Supervisory Administrative Specialist (SAS) within the Surgery Service Line and is part of the administrative leadership team reporting directly to the Business Manager. The incumbent serves as the service line COR (Contract Representative), managing all labor, service, and scarce medical contracts for Surgery. The incumbent also manages all life cycle equipment including acquisition for the service, and manages administrative requirements for specialty sections.

Duties

Supervision Directly Supervises (2) GS-0679-07, Lead Medical Support Assistants and (7) GS-0679-06, Medical Support Assistants. The incumbent provides the full range of supervisory duties for selected clerical staff within Surgery Service. Responsibilities include: Planning the work to be accomplished by subordinates by setting and adjusting short-term priorities and prepares schedules for completion of work. Assigning work to subordinates based on priorities and selective consideration of the difficulty and requirements of assignments and the capabilities of employees. Evaluating the work performance of subordinates, developing and/or updating annual performance plan for subordinates and ensuring the staff has competency assessments completed in accordance with the expectation of HR-12. Gives advice, counsel, and/or instructions to employees on both work and administrative matters. Interviewing candidates for positions in the unit and recommending appointment, promotion, or reassignment. Hearing and resolving complaints from employee and referring group grievances and more serious unresolved complaints to the Administrative Officer and Program Manager. Program Management Performs qualitative and quantitative analysis for the Surgery Service specialty clinics including data retrieval, data analytics, report creation, records and statistical computations for accuracy and propriety. Routinely develops and prepares graphic charts with narrative comments to supplement reporting systems. Conducts competitive sourcing studies for all of the Surgery Contracts. Analyzes and researches workload processes, office procedures, coding practices, statistics, records, reports, and other pertinent issues such as Veterans Choice Act to work through data issues and assist in determining the best practice for capturing data and ensuring its accuracy. Analyzes statistical reports to ensure data is reasonable and if the data is in line with or represents a variance from historical data. Identifies improvement opportunities and coordinates findings with clinical leaders and the Business Officer to implement improvements and resolve deficiencies. Analyzes, interprets and summarizes a variety of clinical data. This includes: Tracking internal Urology and Gynecology studies and clinical exams for patients i.e. tracking gynecology patients as it relates to Veterans Choice Act, and surgeries. Validates data for accuracy and completeness and refines into format for specific individual responses or summary reports. Conducts special studies and analyses of activities, which present problems of clinic efficiency and access. After review and in-depth analysis the incumbent will provide full information and specific recommendations concerning the clinical activity reviewed. Interacts responsibly with clinical and administrative staff at all levels throughout the Surgery Service. Develops and utilizes budget estimates to make resource allocation recommendations and decisions by reviewing the budget estimates, analyzing programmatic needs and developing plans to ensure optimal utilization of funding resources. Surgery Service Equipment Life Cycle Program Manager Serves as the Surgical Service Equipment Program Manager. Performs management analysis duties related to the Equipment Authorization and Usage Program. Evaluates requests and conducts research of all available information for equipment requirements, authorizations, documentation and usage. The SAS would be responsible for developing and managing an Equipment Program for the entire Surgery Service Line. Evaluates requests from activities/units for nonstandard files equipment and supplies. Provides advice and assistance for acquisition and use of these supplies and equipment to ensure effective management and compliance with established procedures and controls. Maintains and inventory of nonstandard files equipment and submits recommendations or needed equipment to the activity/unit's Records Manager. Serves as the point of contact for the section for specialty specific clinical information, reports completion, data pulls, controlled correspondence and local, VISN or national suspense items. Performs other duties as assigned. Work Schedule: Monday - Friday, 8:00am - 4:30pm 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 Administrative Specialist/PD409200 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 within 30 days of the closing date of this announcement, 11/27/2024. 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-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 Federal Human Resources Management procedures related to recruitment, promotions, labor relations, performance reviews and other general processes relating to all staff positions within the clinical service, including clinical research and staff with academic appointments; knowledge of basic budget and accounting principles and techniques; knowledge of the contracting and acquisition process for scarce medical services, supplies, other services and capital equipment in order to project, procure and maintain optimal service support, supplies and equipment; knowledge of clinical operations and workload management in healthcare delivery systems, VHA clinical practice guidelines, program guidelines/standards, performance measure standards and clinical care directives. OR Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed two (2) years of progressively higher-level graduate education or masters or equivalent graduate degree or LL.B. or J.D., in a related field of the position to be filled. Education at the graduate level must have been obtained in an accredited college or university and must demonstrate the knowledge, skills, and abilities necessary to do the work of this position. Note: Transcripts must be submitted with application. Education cannot be credited without documentation. OR Combination: Applicants may also combine education and experience to qualify at this level. You must have an equivalent combination of successfully completed education and specialized experience directly related to the work of the position as outlined above that meets the requirements of the position. Only education in excess of the first year (18 semester hours) may be used to qualify applicants for the GS-09 level. Note: If using education combined with specialized experience to qualify, a copy of your transcript is required. You will be rated on the following Competencies for this position: Contract AdministrationContracting/ProcurementData ManagementFinancial ManagementForward Thinking 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. Work Environment: The work is performed in an office setting with adequate lighting and other facilities with no unusual health hazards. The incumbent observes normal safety precautions. 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]