Supervisory Health System Specialist

Full Job Description

In this position you will provide administrative and management support to the Surgery, Emergency and Medicine Service at Eastern Kansas VA Medical Center in the main Medical Centers and eight Community Based Outpatient Clinics (CBOCs).

The responsibilities are broad in scope and complexity and cover every aspect of the administrative functions of complex care delivery and operations.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/11/2026.

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 for GS-12 based on your experience and/or education as described below: Specialized Experience: You must have one year full year of specialized experience equivalent to at least the next lower grade level (GS-11) in the Federal Service, that is directly related to the work of the position and has equipped you with the particular knowledge, skills and abilities to successfully perform the duties as a Health System Specialist - Associate Group Practice Manager.

Qualifying specialized experience is defined as 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.

NOTE: Applicants wishing to receive credit for such experience must clearly indicate the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment.

You will be rated on the following Competencies for this position: Administration and Management Interpersonal Skills Leadership Quality Assurance Technical Competence 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.

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/.

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 INCLUDE BUT ARE NOT LIMITED TOO: Operational and Administrative Management (30%) Serves as operations manager for the Surgery, Emergency and Medicine Service Service.

Responsible for advising, planning, developing, implementing, and evaluating administrative processes and programs such as contract management, funds management, clinic flow, clinic scheduling, staffing efficiency, labor mapping, access, and communication across the Service Line.

Clinic flow processes include managing Medical Support Assistant staffing and workload to ensure correct scheduling practices, preparation of provider scheduling matrices, optimizing clinic utilization, advising on provider book ability processes, surgical flow and scheduling analysis including processes with room matrices, provider and anesthesia availability, equipment and supply chain purchasing, vendor management, and provider recruitment management.

Performs annual review and analysis of productivity data and develops action plans that lead to improved performance and/or productivity, implementation of management controls, and short and long-range planning.

Analyzes productivity to include physician productivity (RVUs, book ability), mid-level provider productivity, utilization rates, and error rates of scheduling staff.

Reviews labor mapping, person class, matrix set up, and corresponding policies and standards to determine errors and gaps in the process.

Assists the Chief in leading the facility's improvement efforts in Surgery, Emergency and Medicine Service metrics.

Advises senior management on matters impacted by programmatic/policy changes and works with subject matter experts to formulate new, or adapt existing, policies and procedures to meet Service Line goals.

Facilitates the data collection from a variety of sources and analyzes the data into a usable format for decision making.

Contract and Budget Management (25%) Serves as the Contracting Officer Representative (COR) for medical service contracts needed for the provision of essential patient care within the Medical Center and CBOCs.

Prepares contract specifications to include complex statements of work and obtains accurate and sufficient data to support continuation or cancellation of contractual obligations through quality monitoring.

Initiates and completes modifications by the contractor, completes reconciliation of invoices to timecards for accurate and prompt payment, initiates payment, and completes increases and decreases to the financial obligations funding the contract.

Determines make versus buy to recommend pursuing a medical services contract versus hiring additional providers.

Prepares detailed and complex contract solicitation packages for submission to the VISN Contracting Office for award of the necessary contract services.

Project Management (15%) Responsible for ensuring new or changing programs are implemented effectively and efficiently, including coordination of support with the affiliated academic institution and contracted providers.

Plans new programs and program expansions to ensure space, staff, and equipment are available and adequate to meet patient care needs.

Develops and carries out action plans to redesign processes or programs in order to prevent or remediate issues or findings.

Serves as the primary point of contact for other Services (i.e., CACs, OIT, etc.) in the implementation of new technologies related to Surgery, Emergency and Medicine Service.

Supervisory Duties (30%) Oversees the daily administrative operation of the Surgery, Emergency and Medicine Service. Administers and oversees all aspects of personnel management within the Service.

Responsible for planning and directing the activities of subordinates and managing training and support needs to assure an appropriate work environment.

Responsible for providing oversight of the day-to-day work completed by subordinates, setting, and adjusting the short term and long-term priorities of the section, and preparing schedules for completion of work.

Work Schedule: 7:30 am - 4:00 pm or 8:00 am - 4:30 pm Physical Requirements: The work is primarily sedentary, although some slight physical effort may be required.

Compressed/Flexible: Not Authorized Telework: 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 Health System Specialist/PD102670 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized