Supervisory Medical Administration Officer

Full Job Description

The Supervisory Medical Administration Officer position is aligned under Patient Care Administrative Service (PCAS), Ambulatory Care & Processing (AC&P).

The incumbent will report to the Chief, AC&P and works closely with other sections within PCAS services throughout VANEOHS and other facility leaders to support daily medical center ambulatory care operations.

In order to qualify for this position, you must meet the following requirements by the closing date listed on the announcement: 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.

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.

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-oversig ht/hiring-authorities/competitive-hiring/.

All Title 38 Veterans Canteen Service (VCS) employees must have served in their Excepted Service position for at least 90 days in order to be eligible for a position within the Competitive Service.

Applicants who were previously selected under a Competitive Delegating Examining Office (DEO) announcement must have served in their position for at least 90 days prior to being eligible for other positions within the Competitive Service.

Must possess at least one (1) 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 Supervisory Medical Administration Officer.

Qualifying specialized experience includes: applying analytical and evaluative methods and techniques to issues concerning the efficiency and effectiveness of program operations; applying pertinent laws, regulations, policies and precedents which affect programs and related support resources; applying knowledge of the major issues, program goals and objectives, work processes, and administrative operations of the organization; planning, scheduling, and conducting projects and studies to evaluate and recommend ways to improve the effectiveness and efficiency of work operations; skill in analyzing and improving program effectiveness and/or organizational productivity; developing new or modified work methods, organizational structures, records and files, management processes, staffing patterns, procedures for administering program services, guidelines and procedures, and automating work processes for the conduct of administrative support functions or program operations.

Preferred Qualifications - the following may be used to determine the best qualified candidate: Management/supervisory experience Project management experience and/or formal project management training Experience in ambulatory care settings Experience in implementing lean 6 sigma processes Master's degree in business or healthcare administration 10 Competencies Most Important for Supervisory Work: Accountability Customer Service Decisiveness Flexibility Integrity/Honesty Interpersonal Skills Oral Communication Problem Solving Resilience Written Communication Upon selection, any candidate that has not already satisfied a probationary period for assignment to a supervisory or managerial position will be subject to a one year probationary period.

Failure of satisfactory completion will result in reassignment or change to lower grade to a position similar to the position previously assigned.

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: Incumbent may be exposed to stressful working situations that will require a mature attitude, professional approach, and effective communication skills to overcome.

The work requires no special physical demands but may require standing (sometimes for long periods), walking, climbing stairs, and bending. Work may require moderate lifting.

May occasionally require working in extreme temperatures (hot or cold).

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:

Duties include but are not limited to: Assigns work to subordinates based on priorities, consideration of the difficulty of work and capabilities of employees.

Evaluates work performance of subordinates, as well as gives advice, counsel, or instructions to employees on work and administrative matters.

Interviews candidates for subordinate positions, recommend appointments, promotions, and reassignments.

Hears and resolves complaints, refers group grievances and serious, unresolved complaints to a higher level. Finds ways to improve production and increase the quality of work.

Uses supervisors, leaders, group coordinators, or committee chairs to direct, coordinate, or oversee work; or provide similar oversight of contractors.

Exercises significant responsibilities in dealing with officials of other units or organizations or in advising management officials of higher rank.

Assures reasonable equity of performance standards and rating techniques between organizational units and assuring equity in assessment of contractor work. Make decisions on work problems.

Evaluates subordinate supervisors or leaders and serve as the review official for evaluations they prepare for non-supervisory employees.

Makes or approve selections for supervisory and non-supervisory subordinate positions. Approves leave for subordinate positions.

Recommends awards and bonuses for non-supervisory employees and changes in position descriptions, subject to higher level approval.

Finds and implement ways to eliminate or reduce significant bottlenecks and barriers to production, team building, and improving business practices.

Creates a team environment using lean practices to decrease waste in processes while providing a cohesive and coordinated effort to optimize Veteran's experience with scheduling.

Oversees the direct management of ambulatory care operations within the Cleveland VA Medical Center.

Promotes improved performance for ambulatory care operations, a positive culture of service, advances healthcare innovations for Veterans, increases operational effectiveness and accountability.

The incumbent spearheads the implementation of unified and effective ambulatory care operation throughout VA Northeast Ohio Healthcare System by working with all necessary stakeholders that oversee scheduling resources to actualize the enterprises goals and objectives.

Provides executive level customer support and deconflicts resourcing disagreements between different clinical services and venues, involving communication with the other clinical and administrative service leaders.

The incumbent will use knowledge of future expansion plans of ambulatory care venues to appropriately support these modernization projects.

The incumbent will create a future vision of support that modernizes the quality and efficiency of ambulatory care operations which involves solutions that are not already researched and published in official directives.

Oversees collaborative efforts with external entities that involves optimization of ambulatory care operations throughout Cleveland VA Medical Center such as: veteran service organizations, external private industry vendors, non-profit organizations, community medical providers.

Initiates and completes all administrative actions/needs related to expansion of ambulatory care venues with a strong focus on eliminating care gaps for our Veteran population by ensuring appropriate access.

Analyzes and evaluates on a quantitative and qualitative basis the effectiveness of programs or operations in meeting established goals and objectives.

Directs and conducts studies, design flow charts, analyzes findings and makes recommendations for performance improvement programs related to the ambulatory care operations at the Cleveland VA Medical Center.

Serves as a permanent member representing ambulatory care operations on any committees, locally, regionally and nationally, related to performance or process improvements with special emphasis on potential opportunities to enhance no shows/missed opportunities, access, consult completion, wait times and efficiency related to scheduling practices.

Works closely with all disciplines/services to facilitate the implementation of new methodologies relative to performance improvement such as scheduling practices or computer applications related to ambulatory care operations.

Spearheads the implementation of unified and effective ambulatory care operation throughout VA Northeast Ohio Healthcare System by working with all necessary stakeholders that oversee scheduling resources to actualize the enterprises goals and objectives.

Work Schedule: Monday - Friday, 8:00am - 4:30pm Virtual/Telework: This is not a virtual position and telework is not authorized.

Position Description/PD#: 94450-O Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized