The primary purpose of this position is to serve as the Executive Assistant (EA) to the Medical Center's Deputy Chief of Staff. It is the incumbent's responsibility to relieve the Deputy Chief of Staff, to the maximum extent possible, of the administrative and management responsibilities for clinical service lines.
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Advises the Deputy Chief of Staff on activities, operations, conflicts and issues.
Acts for the Deputy Chief of Staff in administrative matters, including supervision of all administrative functions within the office of the Deputy Chief of Staff.
Makes proposals based on research, analysis and observation to modify or change policies and processes, as well as initiate suggestions for new policies designed to enhance the efficiency of Medical Center operations.
Coordinates the activities of clinical services with assessing and measuring productivity on a quarterly basis, including performing needs assessments for the hiring of additional providers (permanent staff, contract or fee).
Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Deputy Chief of Staff, including those of a sensitive or confidential nature.
Develops comprehensive reports, studies business plans, and prepares presentations in support of the Deputy Chief of Staff.
Incorporates administrative matters between patient care and administrative services to ensure understanding and compliance with policies and procedural interpretations as established by VACO and top management.
Participates in the overall planning for the Medical Center's operation. This includes budget planning, staff requirements, space assignments, equipment, and projects for specialized medical problems, and the incumbent is charged with the responsibility for coordinating and reconciling needs of administrative and clinical services.
Leads and/or actively participates in and manages a variety of special projects requested by top management, some which may have organizational or network impact and may range from Strategic Analytics for Improvement and Learning (SAIL), patient and family- centered care/experience, to continuous process improvement.
Functions on behalf of the Deputy Chief of Staff as well as the Executive Steering Committee's Clinical Council and formulates policies and develop or coordinates directive material implementing these policies.
Advises and assists management on effective administration and management techniques for the professional services and assumes responsibility for day- today operation and administration.
Coordinates multi-disciplinary projects involving more than one service, program, or operational area, and makes recommendations for improvements to reduce costs and increase efficiency and effectiveness without compromising customer service.
Coordinates, with clinical service chiefs and the office of Quality Safety Value on accreditation and survey matters and reports, such as the Joint Commission, IG, NRC, and CAP.- Establishes, revises, and reviews policies, procedures, objectives, and organizational design to eliminate work problems or barriers.
Works in close relationship with the Director, Associate Director, Assistant Director, Chief of Staff, Deputy Chief of Staff and Associate Director for Patient Care Services to assure all programs contribute maximally to the basic mission of the System.
Provides service chiefs, program managers, supervisors and staff with direction and advice regarding VHSO policies, procedures, and guidelines.
Manages and/or prepares responses to organization correspondence. Reviews and edits outgoing correspondence by clinical services prior to the signature of the Deputy Chief of Staff and/or Medical Center Director.
Collaborates with discipline specific leaders to ensure professional collaboration that supports appropriate professional practice standards.
Resolves problems for professional services regarding eligibility for appointments, American Board requirements, etc., prior to referral to Human Resources & Workforce Development Service or to VA Central Office.
Communicates directly, and on behalf of the Deputy Chief of Staff, with service chiefs, program managers, executives, external review boards, Veteran and political organizations, and others on matters related to Deputy Chief of Staff's programmatic initiatives.
Represents the managed functions and/or the Office of the Deputy Chief of Staff (either directly or in conjunction with the Deputy Chief of Staff) at conferences, meetings and briefings with a variety of VHSO staff, Veteran Support Organizations, local and political representatives, external review boards, and more.
Work Schedule: Monday
Compressed/Flexible: Not Available
Telework: Not Available
Virtual: This is not a virtual position.
Position Description/PD#: Health System Specialist/PD031670
Relocation/Recruitment Incentives: Authorized
Permanent Change of Station (PCS): Not Authorized
Financial Disclosure Report: Not required
0671 Health System Specialist
Conditions of Employment
You must be a U.S. Citizen to apply for this job
Designated and/or random drug testing may be required
Selective Service Registration is required for males born after 12/31/1959
You may be required to serve a probationary period
Subject to background/security investigation
Selected applicants will be required to complete an online onboarding process
To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 08/16/2021.
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.
Candidates must meet the following Individual Occupational Requirement (IOR): Candidates must meet the following minimum qualifications of the 0671 Health System Administration Series.
Undergraduate and Graduate Education Major study -- hospital administration, public health administration, or related fields such as business or public administration with course work in health care administration. OR,
Specialized Experience: Progressively responsible analytical or administrative, or clinical management or supervisory experience in the health care field. This work may have been performed in an operating health care facility or a higher organizational echelon with advisory or directional authority over such facilities. Work must have involved a close working relationship with facility managers and analysis and/or coordination of administrative, clinical, or other service activities, and provided knowledge of the following:
Missions, organizations, programs, and requirements of health care delivery systems;
Regulations and standards of various regulatory and credentialing groups; and
Government-wide, agency, and facility systems and requirements in various administrative areas such as budget, personnel, and procurement.
Special Provision for Inservice Placement: Successful completion of an agency-sponsored on-the-job training program may be substituted for qualifying experience, provided it included a formal individualized training plan. Such a training program must have been conducted in an operating health care system and included:
Assignments providing a knowledge of basic health system administration philosophies, practices, and procedures, and basic government administrative policies and requirements;
Practical assignments providing an opportunity to apply health system administration skills and principles (as the individual progresses, work assignments must be characteristic of the grade level to which he or she is assigned); and
Oversight by an experienced health system administrator with periodic evaluation of the individual's progress and appropriate adjustment of the training program.
In addition to the Individual Occupational Requirement (IOR) candidates must also meet the following specialized experience:
GS-12 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 in the management aspects of direct patient care services, overall operations of local and network facilities, affiliations, budget formulation and costing methodologies, systems development encompassing automated data processing, verbal written communications with clinical staff, inter-institutional sharing contracts, legalities and criteria related to facility and network panning; Knowledgeable in statistics and techniques to perform required studies, progressions, and trending for dollars, FTEE, space, equipment and programs; Experience in writing proposals to meet program specifications as it relates to construction criteria, space and design and its impact on clinical programs; Experience developing and implementing performance improvement processes and conducting analytical studies; and Knowledgeable of clinical accreditation and survey matters and reports, such as the Joint Commission, IG, NRC and CAP and experienced in analyzing reports to make recommendations on actions to be taken and tracking progress through completion for clinical service areas.
Advanced degree in a health-related field is preferred.
You will be rated on the following Competencies for this position:
Administration and 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:Primarily sedentary work. Typically, the employee may sit comfortably to do the work. However, there may be some walking, standing, bending, and carrying of light items like papers or books. No special physical demands are required to perform the work.
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/.
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: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.
Department Of Veterans Affairs