The incumbent serves as the integrator that coordinates the business process and software functions. They provide continuous business oversight for a variety of software programs integral to the overall administration and operations of the business and effects programmatic changes at the healthcare facility level.
To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 12/11/2025. 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-9 position you must have served 52 weeks at the GS-7 and for the GS-11 you must have served 52 weeks at the GS-9 grade level. 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. You may qualify based on your experience and/or education as described below: Specialized Experience GS-09: You must have one year of specialized experience equivalent to at least the next lower grade GS-07 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: coordinating training and education, auditing scheduling processes and the consult management process, oversight of scheduling related processes and appointment cancellations (patient and clinic) and provides oversight in coordinating and integrating activities of the clinic departments to ensure the coordination and efficient delivery of all services.. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a master's or equivalent graduate degree or 2 full years of progressively higher level graduate education leading to such a degree or LL. B. or J.D., if related. OR, Combination: Applicants may also combine education and experience to qualify at this level. Specialized Experience GS-11: You must have one year of specialized experience equivalent to at least the next lower grade GS-09 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: conducts surveys, developing operational programs, assists in budget planning, strategic planning and general management decision making, Collects and analyzes trended data sets to assist in the allocation of resources, identify areas for improvement, developing processes for improvement, implementing the improvement and evaluate the outcomes, and provide short, mid and long range policies and plans for the care line regarding medical administration needs. OR Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a Ph.D. or equivalent doctoral degree or 3 full years of progressively higher level graduate education leading to such a degree or LL.M., if related OR Combination: Applicants may also combine education and experience to qualify at this level. Attention to Detail Clerical Communication Customer Service Customer Service (Clerical/Technical) Decision Making Flexibility Integrity/Honesty Interpersonal Skills Learning Manages and Organizes Information Reading Comprehension Reasoning Self-Management Stress Tolerance Teamwork 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: Work is mostly sedentary with occasional standing. Some walking, bending and carrying light items such as papers, files and medical records is required. Visibility at each of the locations is expected on a routine basis; estimated travel expectation is 50-75%. 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 AND RESPONSIBILITIES -Coordinates ongoing data collection and performs analysis to determine optimal organizational performance using available data to determine current performance and develop and implement local performance measures as needed to assess current status and determine areas targeted for improved effectiveness and efficiencies of Business Office practices. -Develops initiatives which will enable the facility to provide quality health care to its population while operating in a more effective and efficient manner performing a continuing evaluation and analysis to assess program effectiveness and to identify areas requiring management attention. -Designs and develops dissemination and training materials, local standard operating procedure (SOP) manuals, develops and utilizes monitoring tools, and provides for the implementation of Business Office programs through on-site education and training. -Identifies system inefficiencies and develops studies or data collection techniques related to specific identified problems. Discusses problem areas with personnel concerned to identify and implement remedial action to be taken. -Responsible for the coordination, planning, implementation, and training for service and facility staff in business and functional areas for various information technology VISTA packages -Serves as the functional "expert" for matters relating to the Patient Information Management System (PIMS) core package and provides training on other service packages, such as Pharmacy, Radiology, Laboratory, and Health Summary, as they relate to the business office process. -Provides training and troubleshooting for clinical and administrative staff in business processes and associated supporting software. Provides training for individual users on daily operational tasks and trains new users. -Maintains reference material for the service.-Responsible for the preparation and implementation of the business contingency plans for system failure specifically addressing manual system backup plans addressing how day to day business will be conducted for long and short-term outages. -Responsible for determining the physical and data security needs for the service areas and implements necessary improvements. Assesses individual needs to determine appropriate level of menu access for staff, Regional Office employees, and employees from VISN VA facilities. Reviews access to terminal and file codes for the purpose of controlling access to the patient and medical records to assure compliance with the Privacy Act and Cyber Security regulations. -Ensures data is being captured and reported accurately and appropriately. Analyzes utilization trend data on a monthly/quarterly basis to verify the accuracy of the data, identify problem areas, provide objective assessments, prioritize identified problems, analyze variances and recommend appropriate actions and/or alternatives. -Establishes administrative qualitative standards; the objective of which is intended to improve programs, facilities and operations. The incumbent develops and implements standards that affect the service. -Maintains records, prepares project administrative and statistical reports, assures compliance with review process, and monitors compliance with program requirements -Contributes to the professional growth and development of effective teams and individuals on the team and ensures that staff is trained in Business Office principles and technical uses. -Performs other related duties as assigned. Work Schedule: Monday-Friday 8:00am-4:30pm 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#: Medical Administrative Specialist/PD043020