Medical Administration Officer

Full Job Description

The incumbent of this position functions as the Chief, Health Administration Service (HAS) for the VA Ann Arbor Healthcare System (VAAAHS), a tertiary, 1B complexity healthcare system.

The healthcare system supports and trains many residents, interns, and trainees in a wide variety of medical specialties and health care occupations through multiple academic affiliations.

VAAAHS is a full medical, surgical, research facility (with two different research departments).

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/09/2026.

Time-In-Grade Requirement: Applicants who are current VAAAHS and VHA 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-13 position you must have served 52 weeks at the GS-12. 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 apply to current permanent VAAAHS and VHA Federal employees applying.

Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-12 in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include, but are not limited to: Extensive knowledge of the Code of Federal Regulations, VHA directives and laws governing VA medical benefits and the programs related to health care delivery.

Ability to interpret and apply the complex laws and regulations.

Skills to apply a practical broad-based and precise knowledge of all pertinent administrative law, policies, memoranda, and directives created at the local and national levels, which require implementation.

Knowledge of the Privacy Act, Freedom of Information Act, and the Health Insurance Portability and Accountability Act.

Knowledge of Medical Billing, fiscal management principles, government and agency budget systems, such as the Veterans Equitable Resource Allocation (VERA) model; and an awareness of the costs involved in many areas such as sharing agreements You will be rated on the following Competencies for this position: Accountability Data Management Personnel and Human Resources Administration and Management Analytical Reasoning Communication Managing Human Resources Preferred Experience Two years of creditable experience in the field of medical records that included the preparation, maintenance, and management of health records and health information systems demonstrating a knowledge of medical terminology, medical records procedures, medical coding, or medical administrative, and legal requirements of health care delivery systems.

One year of creditable experience in a supervisory role including managing others work, completing performance evaluations, and training staff.

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.

Interchange Agreement: Applicants must be eligible under the VA Interchange Agreement, having served continuously for at least one year in the other merit system under this interchange agreement.

For more information regarding the VA Interchange Agreement please visit: https://www.opm.gov/policy-data-oversight/hiring-authorities/competitive-hiring/.

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 but also demands some standing, walking, bending, lifting, and carrying of charts, folders, forms, and miscellaneous supplies to various locations within the sites of care for meetings.

The incumbent frequently walks or drives to various parts of the healthcare system including patient care areas.

Work Environment: The work is performed in an office setting within a medical center environment, with frequent interaction across departments and occasional travel to other facilities or sites of care.

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:

MAJOR DUTIES AND RESPONSIBILITIES: BUDGET GUIDANCE AND WORKLOAD ADMINISTRATION 25%: The Chief, HAS develops the requirements for and maintains awareness of available resources; makes recommendations to Medical Center senior management regarding needs, distribution, or redistribution of these resources; and provides workload statistics which reflect patient care levels, trends, and changing program priorities.

Incumbent has full authority for the development and management of a large MCCF and Non MCCF collection program and coordination with appropriate services in administering workload capture, reconciliation, and optimization.

Incumbent develops, implements, monitors, and adjusts plans to cost-effectively accomplish the mission within budgetary constraints.

Incumbent provides leadership and guidance to determine the resource needs of all Service organizational elements, adjusts resources such as Full Time Employee Equivalents (FTEE) within the Service, and adjusts resource allocations as dictated by a change in the program needs or requirements.

Chief, HAS develops and implements systems and procedures for improving cost effectiveness and productivity; devotes considerable to me and attention to statistical and reporting activities, providing a dashboard for workload, coding timeliness, coding accuracy (coders and providers), charge capture and charge reconciliation, Release of Information, records scanning, enrollment, and other key administrative performance metrics.

SUPERVISION 25%: The Chief (HAS) has fully delegated responsibility for planning, direction, control, coordination, opera??on and evaluation of all health administration functions for VA patients.

In this role, the incumbent is responsible for overseeing the administrative and technical operations, including, but not limited to Health Benefits Unit, Health Information Management Service (HIMS), MCCF and Non MCCF collections, CHAMPVA/TRICARE sharing agreements, and charge capture/reconciliation for the entire healthcare system.

S/he recommends policy changes to executive leadership to effect improvements in standardized systems.

The Chief works with subordinate supervisors and staff in the formulation of budgets and staffing plans for their respective areas, setting priorities in the operation of programs, and advising executive management of shortages while assuring the use of fiscally responsible practices.

The incumbent interviews candidates for positions, develops performance standards and evaluates work performance of subordinate staff, and takes actions to reward, promote or recognize staff as warranted by the evaluation of performance.

The incumbent promotes labor-management relations by keeping in close contact with the Human Resources Management Service and union leadership.

Identifies and provides for training needs and finds ways to improve productivity, efficiencies and the quality of work within the HAS.

The incumbent is responsible for advising, counseling, mentoring and instructing subordinate staff in complex administrative matters.

S/he resolves complaints, effects disciplinary actions, and approves leave for direct reports. The incumbent carries out Equal Employment Opportunity policies and program activities.

HAS is the largest administrative service within the healthcare system.

The size and scope of the service require the incumbent to give considerable attention to human resource administration, and this activity creates the need for a broad knowledge of government-wide and agency human resources administration requirements, policies, and systems.

Contributes to the development of local hospital policies and programs concerned with such matters as equal employment opportunity, merit promotion, labor- management relations, and position management; and in fostering support for these programs by subordinate HAS supervisors.

Other overall human resource administration responsibilities which affect employees and are generally carried out through subordinate supervisors include: *See more Duties in the Additional Information section.

Work Schedule: Monday - Friday 8:00am to 4:30pm Telework: Not Available (Ad-Hoc may be approved for emergent situations) Virtual: This is not a virtual position.

Position Description/PD#: Medical Administration Officer / PD94287-0 Critical Skills Incentive (CSI): Not Approved Relocation/Recruitment Incentives: Not Authorize Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Approved