Total 31 job vacancies by Veterans Health Administration

Major duties include, but are not limited to:

• Maintaining files and reports.
• Scheduling and reviewing work activities performed in an office, including reporting and record keeping.
• Maintaining office compliance regarding regulations, policies, and guidelines as established.
• Receiving incoming calls from patients, staff, and others in need of information.
• Taking meeting minutes.
• Maintaining tracking mechanisms for reports and action items.
• Maintaining calendar for manager, i.e. scheduling appointments.
• Review and direct incoming documentation/inquiries and take personal action when applicable or direct to appropriate staff as needed.
• Utilize a range of office equipment (i.e., copier, fax, telephone, etc.).
• Utilize a range of software applications (i.e., Word, Excel, Outlook, etc.) to prepare correspondence.
• Maintain credentialing folders of employees.
• Other duties as assigned by ACOS and/or Associate Chief Nurse GEC.

The Administrative Officer of Care Management and Social Work (CMSW) Service reports to and serves as the principal assistant to the Chief of the Service and works with supervisors within the Service to facilitate efficient and effective operations and administration. The incumbent is an integral member of the Health Care System's Care Management and Social Work administrative team by providing personnel administration, financial management and administrative management essential to the direction and operation of the Service:

MAJOR DUTIES AND RESPONSIBILITIES

• preparing job analyses for job postings, coordinating personnel actions, maintaining personnel-related records in the six-part system
• Advises management on the administrative and clinical orientation processes for new staff to the Service and program areas
• Provides Service administrative orientation and training, and assures appropriate documentation is completed and filed in the employee's competency folder.
• Audits competency folders for all Social Work staff within the Health Care System on a quarterly basis to assure competency folders meet facility, The Joint Commission, CARF and other accrediting body requirements
• Consults with supervisors to draft, implement and review Service level personnel policies ensuring they are in accordance and compliance with internal operations and policies, agency personnel policies, AFGE Master Agreement, budgetary constraints, and work priorities
• Serves as an approving official for purchase orders for the Service
• Attends Director's Morning Report with Service administration and follows-up on issues as assigned by members of the Executive Leadership
• Assists the Chief in assessing the effectiveness of the professional services provided to the patients utilizing automated programs and through the use of feedback mechanisms; including surveys
• Conducts special studies and analyzes complex problems of manpower, office equipment, workload statistics, space utilization, etc. to monitor needs of the Service
• Prepares and certifies timecards, administers the unplanned leave system, and tracks leave in collaboration with the supervisors to ensure adequate coverage
• Responsible for the overall administrative management of the Service

Major duties and responsibilities include:

Administrative Management

• Assists the Chief oversee and facilitate the administrative management for Recreation and
  Creative Art Therapy Service.
• Assists with developing, planning, issuing and implementing procedures to comply with directives concerning administrative matters.
• Analyzes and evaluates problems, makes recommendations, and devises solutions to systems administration, training management, publication management and data management within the division.
• Designs and implements policies and procedures to manage administrative and personnel
  related functions.
• Reviews and evaluates guidance on various functions and procedures,
  identifies problem areas and implements or recommends actions to improve procedures and
  increase efficiency, eliminate problems and conform to policy requirements.

• Assists the Recreation and Creative Art Therapy Service Chief oversee the full range of
  human resources requirements for the organization.
• Assists the Chief with personnel administration for the Service with varied functions and activities.
• Acts as the liaison with the human resources office concerning personnel-related matters.
• Provides advice and assistance to managers and staff concerning personnel processes and procedures.

• Participates in the planning for budgeting needs and financial management for Recreation and Creative Art Therapy Service. Assists with budget formulation, justification, and execution; financial management; and financial reporting.
• Provides advice to management and program personnel on budgetary and finance issues.
• Manages budget formulation and execution for a changing budget of administrative expenses involving different funding sources.
• Attends budget calls, reviewing guidelines and instructions in order to brief managers of schedules and data requirements. Reviews office needs in order to plan and develop budget data and justification for review and approval.
• Once the budget has been approved, directs and monitors the execution of funds.
• Monitors balances, and status of projects and recommends reprogramming of funds as needed.
• Justifies requests for reprogramming as necessary.
• Reviews financial reports and resolves discrepancies with the appropriate accounting office.
• Ensures that all expenditures are properly authorized and documented.

• The position aids in the management of procurement for Recreation and Creative Art Therapy Service. This may include preparing procurement requests, evaluating proposals for work, maintaining procurement records.
• The position may manage small procurements that may require varying approaches.
• May assist in the initiation and preparation of procurements to secure adequate resources to facilitate operations, which may include determining appropriate costs, performing costs analysis, preparing sole source justifications and communicating both
  orally and in writing with managers/vendors/contractors.
• As directed, may assist in the preparation and review of purchase orders for supplies and non-expendable property, such as equipment.
• The position will coordinate with Chief, Recreation and Creative Art Therapy Service program supervisors to control purchasing and use of supplies.
• Oversees property management and prepares necessary documents to accession and de-accession of property.
• Conducts periodic surveys of equipment and property utilization and recommends action as
  necessary to assure that economical and efficient use is made of equipment and other
  property, and other specialized equipment necessary to the effective functioning of Recreation and Creative Art Therapy Service.
• The position will exercise authorizations for obligation and expenditures of funds as required.
• Performs other duties as assigned.

Administrative Officer duties consists of but is not limited to:

AO acts as the liaison with the human resources office concerning personnel related matters. Participates in personnel administration operations such as position classification, grievance procedures, performance standards and disciplinary actions.

AO plays a key role in developing and coordinating internal review systems to assure that both clinical and administrative activities are in compliance with agency and accrediting and regulatory requirements.

Keeps managers informed of the status of on-going personnel actions. Assists the Chief in administering actions concerning merit promotion and position management. Participates in the analysis and interpretation of workload and other data used in resource planning. Provides DIS
Chief, Chief Technologist and SORT with constant updates to performance appraisals, functional statements, mandatory training changes. Procures sample position descriptions and functional statements as need for the service, as the needs change.

Provides for the overall non-clinical administrative management of the service. This includes interpreting administrative policies and developing and implementing local policies. Provides for the overall administrative management of the Service. This includes interpreting administrative polices and developing and implementing local polices. Coordinates the establishment of goals, objective, and long-range plans for the office. Together with the Service Chief and Chief Technologist, discuss an annual goal-setting session, which leads to the development of the final operating plan. Provides assistance to develop new technologies and modalities through vendor contact after consultation with the DIS Chief, Chief Technologist and SORT. Evaluates and monitors administrative activities and makes substantive recommendations for program improves. Ensures effective use of office staff and recommends needed changes to enhance central support services.

Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level.

Work Schedule: Monday to Friday 8:00 am to 4:30 pm
Telework: eligible for ADHOC only. 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#: Administrative Officer/PD02906O and PD029050

Assists the Assistant Director in responsibilities as chair or facilitator of various committees/task forces, etc., coordinating meeting schedules.
Setting meeting location arrangements, preparing agenda, minutes and distributing necessary information needed.
Control the Assistant Director's activity schedule, establishing priorities, sets-up, reschedules or refuses appointments, accepts or declines invitations to meetings, arranges representation by a subordinate official when that is desirable.
Receives visitors and telephone calls to the Assistant Director, determines nature of call or visit.
Making travel arrangements, preparing vouchers, typing duties, screening incoming telephone calls, and visitors.
Instruct and assist other secretaries in all level subordinate offices concerning correspondence procedures, time and leave procedures, travel and various report requirements.

Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level.

Work Schedule: Monday- Friday 8:00 am to 4:30 pm. Tour of duty is based on organizational needs
Compressed/Flexible: Not Available
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#: Secretary (OA)/PD135130 and PD13638-O
Relocation/Recruitment Incentives: Not Authorized
Permanent Change of Station (PCS): Not Authorized
PCS Appraised Value Offer (AVO): Not Authorized
Financial Disclosure Report: Not required

The incumbent has overall responsibility for the correspondence program at the Lebanon VAMC to include White House responses, Senate responses, Congressional responses, Office of Inspector General (OIG) responses and all other daily correspondence. The incumbent is responsible for all medical center correspondence including Executive , Administrative and Clinical correspondence. This position tracks all incoming correspondence, tasks out to the responsible party for review and response, reviews response for appropriateness and complete content, obtains Executive level approval all the while ensuring a final response is submitted timely.

Work Schedule: Monday - Friday 7:30 am - 4:00pm
Virtual: This is not a virtual position.
Position Description/PD#: Administrative Specialist/PD022040
Relocation/Recruitment Incentives: Not Authorized
Permanent Change of Station (PCS): Not Authorized
Financial Disclosure Report: Not required

***THIS IS NOT A VIRTUAL POSITION, YOU MUST LIVE WITHIN OR BE WILLING TO RELOCATE WITHIN A COMMUTABLE DISTANCE OF THE DUTY LOCATION***

Duties will include, but may not be limited to the following:

• Schedules appointments, coordinates meetings, and schedules conferences.
• Prepares, makes edits, and reviews letters, correspondence and reports for accuracy and completeness.
• Serves as timekeeper for multidisciplinary and administrative staff.
• Receives telephone calls and visitors, ascertains nature of call or visit, refers to supervisor or staff member as appropriate.
• Prepares for meetings to include agendas, distributing meeting notices, tracking attendance, and arrangement for audiovisuals.
• Attends meetings, takes accurate minutes, and follow up on action items with appropriate staff members independently.
• Serves as a patient advocate, assisting patient and families' concerns, finding resolution and documentation.
• Provides administrative support to multi-disciplinary clinical team.
• Maintains suspense of incoming or outgoing correspondence or material; advises staff member of approaching deadlines and initiates follow-up on overdue matters.
• Performs other related duties as assigned.

Duties include, but are not limited to:
Public Contact Work

• Receiving, scheduling, referring and contacting members of the staff, agency and persons outside agency ranging from other government agencies to the general public
• Providing general clerical public contact support services such as answering the telephone, referring visitors or providing information about the office, its functions and standard operating procedures, as well as similar information
• Screening calls and personally answering calls when the requested information concerns routine and procedural requirements
• Screening supervisor and staff member calls and determining if the call requires their attention

• Composing correspondence on own initiative based on knowledge of the Chief, Pharmacy Service's views and accepted policies of the VA
• Preparing responses to routine correspondence without direction from the Chief, Pharmacy Service
• Performing secretarial duties in support of an individual, and in some cases, the subordinate staff of that individual as well, by performing general office work auxiliary to the work of the organization
• Typing written reports from drafts or from mechanical recording devices into finished copy.
• Notes are often typed in final form without rough draft reviewed for proper arrangement and grammar and compiled in final form
• Reviewing directives and instructional material pertaining to administrative practices and clerical procedures to be aware of new, revised or amended procedures for such matters as preparation of travel vouchers, training requests and other related procedures
• Typing letters, reports, memoranda, inventories, rosters, mailing lists and other general office material using software applications such as electronic mail, desk-top publishing, calendar, spreadsheets, database and/or graphics
• Performing routine file maintenance work including updating and maintaining computer files and inventory; updating and maintaining all manuals, reference books, and operating handbooks, and guidelines; and/or similar tasks
• Functioning as Records Liaison Officer; establishing and maintaining files of Pharmacy in accordance with Records Control Schedule RCS 10-1, including administrative correspondence, personnel data, hospital memoranda, regulations and other directives
• Recording minutes using skill in standard techniques to summarize the significant aspects of meetings such as committees and staff meetings
• Preparing materials and arranging for meeting rooms to support meetings as needed, such as arrangement of sufficient seating, tables, projectors, and easels
• Confirming meeting facilities are ready, providing sign-in sheets, ensuring that meetings are recorded and contacting meeting leader and participants to verify sufficient attendance
• Maintaining monthly log of safety deficiencies in Pharmacy work areas and tracking to completion
• Receiving calls from Pharmacy staff on safety and environmental issues and inputting work orders for the service into the work order system
• Assisting staff by inputting Ol&T tickets when staff is experiencing computer or telephone issues

• Assisting with formulating and providing all essential data for the annual budget forecast for submission to the Chief of Pharmacy, based on studies of past expenditures, knowledge of Pharmacy requirements, program plans and workload forecasts
• Maintaining budget control records and assuring that funds are used in accordance with the operating budget
• Processing all vouchers with the appropriate office and carrying out any needed follow-up, including travel vouchers for all office staff and vouchers for payment
• Maintaining an awareness of available resources and making recommendations to the needs of the Chief Pharmacy Service, regarding distribution or redistribution of these resources

• Scheduling appointments, coordinating meetings and/or scheduling conferences
• Providing general calendar maintenance clerical services such as maintaining calendars and recording appointments or arranging for meeting and small conference administrative details
• Supporting West Texas VA PGY1 Pharmacy Residency Program and P4 Interns by assisting with scheduling of housing in government quarters

• Is an integral member of the service leadership team, working closely with the Associate Chief of Staff (ACOS) for Mental Health, Deputy ACOS for Mental Health, and Associate Chief Nursing Service (ACNS) as well as Mental Health Service supervisors to ensure successful administrative operations.
• Serves as the business manager of the Mental Health Service, working closely with administrative chiefs throughout the medical center and the COS Health System Specialist to ensure effective, efficient processes that meet regulatory requirements.
• Analyzes plans to determine the impact on administrative processes and the feasibility of making modifications to accomplish mission requirements.
• Prepares comprehensive reports with findings and recommendations based on varied management and administrative considerations.
• Develops, initiates, and implements administrative policies and procedures for facility-wide areas of responsibility.
• Recommends the establishment of and prepares administrative policies and procedures for implementation throughout the service.
• Directs administrative support services to ensure that inquiries, correspondence, and actions for the Mental Health Service are addressed appropriately.
• Reviews and evaluates completed staff actions (e.g., memos, reports, studies, fact sheets, information papers) for overall quality
  of the document, appropriate levels of coordination, consistency, logic, soundness of recommendations, and compliance with policy.
• Works independently on these actions and ensures compliance with facility policies and VHA regulations.
• Must be familiar with VISTA, DSS, VSSC, SharePoint, Adobe, and various Microsoft Office application software including Outlook, Word, Excel, PowerPoint, and Access.
• Ensures that performance ratings are submitted in a timely manner in accordance with regulatory guidelines.
• Responsible for overseeing proper maintaining and accounting of all Mental Health Service
  Equipment Inventory Lists (EILs).
• Serves as the primary Contracting Officer Representative(COR), which includes coordinating, evaluating, and obtaining procurement packages of new equipment, supplies, and contracts for Mental Health Service.
• Reviews, submits, and tracks all resource requests (budget, equipment, supplies) for the service.
• Makes recommendations to the Service Leadership for acquisition priorities and represents the service on the Resources Committee.
• Serves as the primary coordinator for space management within the Mental Health Service.
• Provides training to all administrative staff in service as needed, including with updates to processes.
• Assigns work and provides direct supervision of assigned staff.
• Manages leave requests, timecards, HR actions, performance plans, and performance appraisals.
• Develops contingency plans.
• Provides training to all administrative staff in service as needed, including with updates to processes.
• Addresses disciplinary concerns, complaints, and grievances including union matters particular to workgroup.
• Ensures that actions support the overall mission of the medical center and represent the collective interests of personnel.
• Works closely with Human Resources (HR) to ensure strong communication, compliance with Office of Personnel Management (OPM) regulatory requirements and provides administrative oversight for personnel management with the Mental Health Service.
• Works closely with Business Practice (BP), Group Practice Management (GPM), Credentialing, Quality Management (QM)/Quality Safety Value (QSV), Patient Advocate (PA), and the Chief of Staff (COS) Office to ensure strong communication, compliance with regulations, and provide administrative oversight for business operations, GPM, Credentialing, QM/QSV, PA, and COSOffice within the Mental Health Service.
• Oversees a variety of administrative functions in support of BP, GPM, Credentialing, QM/QSV, PA, and COS Office including but not limited to the distribution and dissemination of controlled and other correspondence, records management, data collection and accurate and timely data reporting, accurately and timely response to actions, secure messages, patient complaints and Congressional requests, and oversight of Credentialing processes within the service.

Work Schedule: Monday- Friday 8:00 AM- 4:30 PM. Schedule may be subject to change based on the needs of the Agency.

Telework: Not Available
Virtual: This is not a virtual position.
Position Description/PD#: Administrative Officer/PD937870
Relocation/Recruitment Incentives: Not Authorized
Permanent Change of Station (PCS): Not Authorized
Financial Disclosure Report: Not required

Major duties include but is not limited:

• Develop and execute all business operations and administrative functions within the BHSL and its diverse programs.
• Provide support, guidance, and training to leadership as well as front-line staff on administrative issues.
• Develop, implement, maintain, apply, and continuously improve infrastructure (processes, policies, tools, etc.) for effectively managing administrative operations within the service.
• Responsible for monitoring the Service's performance on business and administrative functions regarding quality, efficiency, effectiveness, and patient satisfaction; to identify opportunities for improvement; and to design and carry out improvement initiatives when opportunities are identified.
• Develops, gathers, collates, manages, analyzes, interprets data regarding the Service's operations.
• Conducts robust business analyses of proposed courses of action (feasibility studies, business case analyses, make/buy analyses, risk assessments, etc.) and uses these to inform business decisions and to advocate for resources.
• Primary point of contact and technical subject matter expert on VA performance measures for which the Service has primary responsibility.
• Developing and interpreting guidance on Behavioral Health business operations.
• Manages quality assurance and compliance initiatives for the Service and its programs.
• Provides administrative expertise and support to program coordinators in their duty to maintain compliance with accreditation standards established by the Joint Commission, the Commission on the Accreditation of Rehabilitation Facilities (CARF), and other relevant regulating bodies.
• Directs administrative projects and develop tools or reports through delegation of subordinate administrative staff.
• Monitors quality controls and data validation on products produced from Behavioral Operations Department staff.
• Sets workload goals and timelines for completion.
• Uses technical expertise and advanced informatics experience to train and assist staff overcome administrative challenges.
• Independently develops, plans and carries out the projects through delegation to subordinate administrative staff and selects the approaches and methods to be used in solving problems according to a broad understanding of the BHSL objectives, priorities and deadlines.
• Manage the Service's multi-million-dollar budget, monitoring expenses, tracking budget execution functions, analyzing, and forecasting funding requirements, identifying cost saving opportunities, preparing budget proposals, and advocating for needed resources.
• Provides ACOSBH and program coordinators with continuous appraisal of the utilization and status of fund control points assigned to their programs.
• Serves as an Approving Official for Government Purchase Card acquisitions.
• Monitors contract performance and serves as the primary Contract Officer (COR) for the service.
• Responsible for planning and organizing the administrative work of the assigned section, estimating costs, coordinating with staff and line management personnel, conducting all phases of the work and resolving problems independently in accordance with applicable precedents and his/her independent assessments of the needs of the Service Line and sections/departments.
• Responsible for managing service-level resources and providing oversight of the management of program-level resources by program managers and coordinators.
• Manages the Service's physical resources, including equipment, vehicles, and physical space assigned to the Service.
• Studies and conveys to leaders within the Service, facility, and VISN, the administrative impact of proposed changes to policies, strategic goals, and other initiatives.

Duties of a Mail Clerk includes, but are not limited to:

• Receives all facility mail and packages from external sources including, but not limited to: US Postal Service (USPS); United Parcel Service (UPS), Federal Express (FedEx), Airborne etc.
• Responsible for the receipt and distribution of hazardous and/or perishable materials, urgent and sensitive documents (e.g. Express Mail, Priority Mail, etc.).
• Signed receipt for these materials places personal responsibility upon the incumbent for the control, safety, timely and accurate delivery of the mail pieces within the facility.
• Exercises personal judgment for refusing delivery of materials inaccurately addressed, for materials which would place a financial liability upon the Government simply by acceptance of delivery or, for legal documents which must be personally delivered to the addressee.
• Evaluates urgency and sensitivity of incoming Express Mail, Priority Mail, overnight deliveries, hazardous and perishable materials for proper handling and delivery.
• Inspects all incoming mail for potentially harmful or dangerous situations (e.g. incendiary or explosive materials).
• Reads and routes a large amount of general mail from private citizens and organizations requesting information on a wide range of topics from the various services.
• Assesses all outgoing mail for proper and complete addressing, proper labeling and packaging.
• Takes the necessary measures to ensure mailouts do not violate fraud, waste and abuse statues.
• Handles all outgoing U.S. Postal Priority mail and ensures correct postage is applied using mail metering equipment.

This job opportunity announcement (JOA) will be used to fill one (1) full-time and permanent Supervisory Medical Administrative Specialist vacancy at the Chief, Ambulatory Care and Process Section (ACP) in Health Administration Service at the Lexington VA Medical Center. S/he works at a two divisional teaching hospital affiliated with the University of Kentucky (UK) Medical Center at the U.S. Department of Veterans Affairs (VA) Medical Center, Lexington, Ky.

Supervisory Responsibilities
Supervisory Medical Management Specialist will serve as Chief, Ambulatory Care & Processing Section (AC&P) in the Health Administration Service (HAS) for the Lexington VA. The incumbent provides a high level of administrative support to HAS, upper management and clinical services. The primary supervisory function of this position is to provide leadership in the Means Testing, Beneficiary Travel, Decedent Affairs, Emergency Department, Outpatient Clinic and Centralized Scheduling and to provide support to the AC&P Supervisors and the Lead Patient Services Assistants. Supervisory Medical Management Specialist has full responsibility for organizing, planning, directing and controlling all the programs aligned under AC&P, and directly supervises approximately 9 FTEE. She/he is delegated the responsibility for formulating plans, evaluating and coordinating the day to day administrative management of the entire AC&P program Performs the full gamut of supervisory duties including leave approval, writing performance standards, creating position descriptions, completing annual performance appraisals, disciplining/rewarding employees, etc. Develops written operating procedures and schedules to guide employees in their work, provides training, assigns and coordinates the work.
Program Monitoring and Reporting Responsibilities
Supervisory Medical Management Specialist is responsible for coordinating and supporting mechanisms for successful data capture as it relates to Eligibility and Beneficiary Travel and maximizing data management efforts. Supervisory Medical Management Specialist will be responsible to ensure accurate, timely and consistent data is entered into the Medical Center database. Also, the incumbent will provide the vision for development of monitors in measuring all data input. He/she will establish in-depth training to ensure that HAS and other identified Medical Center staff are educated and accountable for data management. This information is vital in ascertain the functionality of HAS related programs, and their relationship, success, and ability of the programs to ensure that the facility is able to meet performance measures as a result of the work performed within the section and organization.
Program Analysis, Process Improvement, and Reporting Responsibilities
Supervisory Medical Management Specialist in instrumental in the development, implementation, and evolvement of new and/or improved processed including use of various techniques: evaluation, analysis, and testing, training and post-implementation follow-up. These tasks often require a substantial analysis of problems due to the high degree of system interrelationships. Studies involve independent and extensive research into pertinent regulations, operating procedures, established policy, interviewing key personnel, and subordinate staff. Develops programs for internal audits, systematic reviews, vulnerability assessment programs, etc. Studies involve single element and/or multiple functions. Supervisory Medical Management Specialist must utilize extensive knowledge and experience in health care systems and hospital administration at all levels to examine routine and highly complex operational systems, problems, either potential or real, and determine, in priority order, actions necessary to resolve problems.

Work Schedule: Monday-Friday 8:00am-4:30pm
Telework: No Telework
Position Description/PD#: Supervisory Medical Administrative Specialist/PD300520
Relocation/Recruitment Incentives: Not Authorized
Critical Skills Incentive (CSI): Not Approved
Permanent Change of Station (PCS):Not Authorized

The Supervisory Medical Administrative Specialist is recognized as a fully functioning member of the Health Administration Service Leadership Team. As such the Supervisory Medical Administrative Specialist contributes to establishing priorities, developing strategies, and making decisions regarding service level programs and policies.

Supervisory Responsibility
Analyze benefits and costs of accomplishing work in-house versus contracting; recommend whether to contract; provide technical requirements and descriptions of the work to be accomplished; plan and establish the work schedules, deadlines, and standards for acceptable work; coordinate and integrate contractor work schedules and processes with work of subordinates or others; track progress and quality of performance; arrange for subordinates to conduct any required inspections; decide on the acceptability, rejection, or correction of work products or services, and similar matters which may affect payment to the contractor. Plan work to be accomplished by subordinates, set and adjust short-term priorities, and prepare schedules for completion of work; assign work to subordinates based on priorities, selective consideration of the difficulty and requirements of assignments, and the capabilities of employees; evaluate work performance of subordinates; give advice, counsel, or instruction to employees on both work and administrative matters; interview candidates for positions in the unit; recommend appointment, promotion, or reassignment to such positions; Hear and resolve complaints from employees, referring group grievances and more serious unresolved complaints to a higher level supervisor or manager; effect minor disciplinary measures, such as warnings and reprimands, recommending other action in more serious cases; identify developmental and training needs of employees, providing or arranging for needed development and training; find ways to improve production or increase the quality of the work directed; develop performance standards.


Program Monitoring, Reporting Responsibilities
Initiates, establishes, and develops comprehensive policies, processes, and procedures for work units. Develops and maintains data in a format that provides accurate and timely information for use in decision making. Ensures all standard work, standard operating procedures, and medical center policies are current and relevant. Ensures changes made locally, by the VISN, and by VACO are implemented as directed and in a timely manner.
Interacts with clinical and administrative staff to ensure day to day operations are effective. Addresses a wide variety of administrative issues that involve coordination with clinical services and that impact direct patient care. Establishes procedures with other areas to ensure delivery of high-quality medical care that is delivered in a compassionate, coordinated manner. The Supervisory Medical Administrative Specialist assists clinical service staff by orienting and training them regarding VA regulations, policies and procedures related to patient care and administrative processing. The Supervisory Medical Administrative Specialist must analyze, interpret, and implement regulations, policies, and procedures and determine how they apply to different situations, often without precedent

Program Analysis, Process Improvement, and Reporting
Supervisory Medical Administrative Specialist develops, implements, and adjusts new and improved worked process using analysis, testing, training, and after-action review. Performs data analysis to direct program development, adjust workflow, or otherwise improve processes and procedures. The Supervisory Medical Administrative Specialist maintains and improves systems of delivering health care by using lean principles applied to policies, utilization of resources, and program delivery. The Supervisory Medical Administrative Specialist serves as catalyst and change agent for continuous process improvement within HAS and throughout the facility. The Supervisory Medical Administrative Specialist conducts analytical studies and uses lean process improvement skills and tools to resolve critical programmatic or operational issues.

Work Schedule: Monday-Friday 7:30am-4:00pm
Telework: No Telework
Virtual: This is not a virtual position.
Position Description/PD#: Supervisory Medical Administrative Specialist/PD304790
Relocation/Recruitment Incentives: Not Authorized
Critical Skills Incentive (CSI): Not Approved
Permanent Change of Station (PCS): Not Authorized

Major duties include, but are not limited to the following:

• Gathers data and analyzes budget needs for each.
• He/she is responsible for formulation and execution of annual budgets including salaries, overtime, travel, education, supplies, equipment, contracting, and all other general operating expenses.
• The incumbent develops monthly and quarterly cost ceilings while maintaining running control of funds to ensure that accounts are within authorized levels and that the Service operates within authorized budgets as directed.
• Plans and maintains a system of internal controls that assures that the fiscal management of Business Service is maintained in accordance with accepted accounting practices.
• He/she assembles and compiles budget information and maintains accounts of funds allocated and expended in all sub accounts and makes interim adjustments where necessary by applying knowledge and understanding of budgetary policies, procedures and regulations.
• Serves as the lead in administering actions concerning merit promotion and position management.
• He/she functions as a key figure in the manpower utilization program assuring recruitment and retention within approved ceilings.
• The incumbent participates in the analysis and interpretation of workload and other data used in resource planning.
• The incumbent discusses, investigates and responds to employee grievances and dissatisfactions in order to resolve conflicts. Incumbent represents management at labor management meetings, provides information, and resolves conflicts and/or problems that may arise and assures management officials are familiar with the negotiated agreement.
• Participates in personnel administration operations such as position classification, grievance procedures, performance standards and disciplinary actions.
• He/she plays a central role in developing and coordinating internal review systems to assure that both clinical and administrative activities are in compliance with agency and accrediting and regulatory requirements.
• The incumbent is responsible for tracking all suspenses that come to HAS to insure their completion accurately and timely.
• He/she is responsible for incoming and outgoing correspondence; prepares reports, memoranda, and meeting minutes; and coordinates reporting mechanisms between services.
• The incumbent assists in the supervision of HAS administrative/clerical staff.
• He/she provides direction to the administrative assistants / timekeepers by assigning work, providing guidance, training and direction and evaluating performance.
• The incumbent functions as the main resource with regard to policies and procedures in all areas of timekeeping and clerical administration.
• The incumbent can serve to help the ADPAC for the service.
• Serves as the Patient Advocate for the Business Service by composing appropriate, timely patient correspondence. The incumbent meets with supervisors and helps to address any patient compliment or a complaint and will assist to resolve any issues.

The primary duties of this position are to function as the administrative process and policy expert to Mental Health & Behavioral Sciences on Human Resources (HR) management. Tasks are carried out without assistance before submission to the supervisor or Chief of MHBS for discussion and review.

Administrative/Personnel Management 50%

Provides administrative and technical work to the Chief of Mental Health & Behavioral Sciences regarding Human Resource Activities. This position is responsible for executing human capital management best practices and implementing applicable policy changes, employment procedures, and classification and compensation processes. Serves as the Human Resources Subject Matter Expert and liaison on behalf of MHBS. Performs duties and functions as a primary and independent liaison with the Human Resources department related to VHA's efforts to recruit and retain highly qualified mental health professionals and support staff. The position has delegated responsibility and authority to oversee the overall communication for Human Resources processes in MHBS. Facilitates planning, direction, and timely execution of policy, training, education, recruitment, evaluation, and/or data and surveillance projects/programs pertaining to Human Resources Activities. Utilizes at an expert level HR Information Systems including, but not limited to:
a. LEAF Hampton Portal - Portal for submission of all position requests
b. LEAF CCU Portal - Portal for submission of all new/modified Position Descriptions
to the Consolidated Classification Unit for review and appropriate classification.
c. HR SMART - System where all HR Action Requests are made.
d. USA Staffing - System where all staffing/recruitment related actions are housed.
e. YourHR. - Submission of all HR-related helpdesk tickets.
f. Power BI: Computer program to access Service HR reports.

Training, Inventory, Data/Records Management 50%

Utilizes appropriate locality pay tables to determine appropriate salary for personnel. If necessary, readily identify need to create local pay scales.
Develop recruitment selection tools, rubrics, and other applicable documentation to determine best qualified candidates. Provides training and technical assistance on regulatory and legal requirements for hiring practices to the Chief of MHBS and other supervisors in MHBS. Explains these regulatory and legal requirements to Chief of MHBS and other supervisors. Manages monthly FTEE Inventory and Turnover Suspense's for MHBS Service Line, which is reported to Executive Leadership. Coordinates any emerging issues related to the topic of communication as necessary.
Uses an interactive approach that: identifies the type of information that is necessary; provides information on a timely basis; and tracks and assesses the response of all parties so that potential problem areas can be identified, avoided, and/or corrected. Develops and coordinates graphics requirements, including databases, tables, and spreadsheets to manage recruitment. Through proactive communication strategies, promotes partnership between MHBS and Human Resources to establish formal relationships to facilitate hiring and retention. Produces a wide range of documents using a variety of office automation technologies. Applies advanced work processing software to materials involving complex formats such as automatic generation of indices and tables of contents, importation of graphics, charts, or special symbols or precise alignment of multiple columns.

Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level.

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#: Administrative Specialist/PD029820
Relocation/Recruitment Incentives: Not Authorized
Critical Skills Incentive (CSI): Not Approved
Permanent Change of Station (PCS): Not Authorized