Medical Administration Officer

Full Job Description

This position serves as the Chief, Medical Administration Service and the principal Health Administration expert at the VA Togus Medical Center, which includes a 58-bed acute care hospital, a 100-bed Community Living Center, and seven Community-Based Outpatient Clinics (CBOCs) in Bangor, Calais, Lewiston-Auburn, Lincoln, Portland, Presque Isle, and Rumford with satellite clinics in Fort Kent and Houlton covering the entire state of Maine.

This position is full-time, 40 hours per week. To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 02/17/2026.

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 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-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: Knowledge and understanding of healthcare resource sharing programs and the laws and regulations governing their operations.

Knowledge of Privacy and Freedom of Information Act (FOIA) Regulations.

Knowledge and understanding of revenue generation practices and programs, and the laws and regulations governing their operations.

Ability to balance change and continuity; to continually strive to improve customer service and program performance; to create a work environment that fosters creative thinking and innovation; and to maintain focus, intensity, and persistence under pressure and adversity.

Ability to implement strategies that maximize employee potential and foster high ethical standards in meeting the organization's vision, mission, and goals.

Ability to make timely and effective decisions and produce results through the implementation and evaluation of programs and policies.

Ability to proactively address violations of compliance rules, regulations, policies, and procedures; possible unethical or improper business practices; and Standards of Conduct, by evaluating or recommending the initiation of investigative procedures or corrective action when necessary.

Knowledge of the components of compliance programs and related activities, and the ability to take appropriate steps to achieve process improvements.

This is accomplished by oversight and regular, periodic audits of component operations to identify and rectify any possible barriers to compliance.

You will be rated on the following Competencies for this position: Administration and Management Financial Management Planning 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: The work is sedentary. Typically, the employee sits at a desk or table with some walking and standing. Incumbent may be required to travel to other VA's.

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/.

Major Duties:

Advising, Guiding, and Overseeing Health Administration Programs: Provide timely and reliable patient workload advice and benefit information necessary, for management to make effective decisions and provide for proper program execution and planning.

Serves as the subject matter expert and advisor on all Health Administration issues and assures appropriate oversight and monitoring for these programs that transcend the boundaries of MAS.

Oversees the administrative and technical operations for Health Information Management functions (documentation, Veterans Transportation Program, Ambulatory Care Processes (scheduling, eligibility and enrollment, beneficiary travel, patient transfers), Ward Administration, Administrative Officers of the Day, and the Application Coordinator functions for inpatient and outpatient workload credit, clinic set-up, waiting list management, and Advanced Clinic Access management.

Performs administrative functions relating to the management of personal funds of patients, such as: approval of expenditure and withdrawals; selection, procurement, and purchase of clothing and other articles; and determination of the propriety of withdrawals for the payment of patients' obligations and debts.

Participates in facility strategic planning initiatives to assure Health Administration requirements and their implications are appropriately understood and considered in decision making.

Program Administration: Administers operating programs and activities supporting healthcare administration and services provided to Veterans, their dependents, and beneficiaries within MAS and Medical Center wide.

Represents the hospital and serves as the liaison with the Regional Counsel on all legal matters affecting patient care.

Participates in the orientation of physicians, nurses, interns, and residents regarding legal matters, medical administration systems, and procedures and services.

Responsible for multiple control points, including: beneficiary travel, contracts, and transcription services.

Budget/Resources Management: Participates in financial and resource management by monitoring funds controlled by the Medical Administration Service and by assisting in the preparation of the overall facility budget, as it pertains to programs administered by MAS through a detailed process of budget forecasting and trend analysis.

Prepares projections and justifications for other required resources, including personnel, space, and equipment. Analyzes and Interprets workload and other data used in resource planning.

Develops and implements systems and procedures for improving cost-effectiveness and productivity, and encourages employees to participate in cost savings initiatives.

Manages and approves overtime expenditures for the Service and works to manage staff resources to serve the best interests of patient care and hospital operations.

Work Schedule: Monday - Friday; 7:30am - 4:00pm Telework: Ad-Hoc Virtual: This is not a virtual position.

Position Description/PD#: Medical Administration Officer/PD004720 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Authorized Permanent Change of Station (PCS): Not Authorized PCS Appraised Value Offer (AVO): Not Authorized