Medical Administration Officer ( Chief, Business Office)

Summary

The incumbent serves as the Chief of the Business Office for Health Administration Service within the Eastern Oklahoma VA Health Care System, located in Muskogee, Oklahoma, but will be required to work at the Tulsa Clinic 1-2 rimes per pay period. The incumbent provides overall management and leadership of the service. The incumbent serves as a senior advisor and reports directly to the Associate Director of Eastern Oklahoma VA Health Care System.

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 02/16/2024. 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-14 position you must have served 52 weeks at the GS-13. 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 as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-13 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 of major issues, program goals and objectives, work processes, and administrative operations of the medical center; Skill in conducting detailed analyses of complex business functions and work processes affecting the business operations of the facility; Knowledge of qualitative and quantitative techniques for analyzing and measuring the effectiveness, efficiency, and productivity of mission-essential facility programs; Ability to develop and apply new or modified work methods, management processes, and procedures for administering program services; Ability to analyze new revenue-enhancing projects, plan and implement new projects and report the results to the Medical Center Director and other key staff; Practical understanding of the terms used by clinical staff and the administrative implications of medical care needs; Knowledge and understanding of, and ability to explain, rules for admissions, non-VA care, patient travel, bed control, and various health/welfare laws governing healthcare facilities; Knowledge of the specific processes and procedures applying to management of the service line such as: personnel management regulations, requirements and practices, fiscal reporting requirements, and budget/resource management. You will be rated on the following Competencies for this position: Analytical Thinking Communication Problem Solving Team Building Technical Credibility Technology Management 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: This is primarily a sedentary position, but the work requires some walking, bending, stooping and carrying of light objects such as manuals, documents, etc. Concentration and sustained performance under prolonged stress is required because of the time factors involved in completion of work assignments within deadlines. May require occasional travel. 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/.

Duties

'The duties and responsibilities include but are not limited to the following: Oversee the daily operation of the unit, ensures that agency policies and priorities are being followed.
Develops performance standards; and evaluates work performance of subordinates.
Servers as Subject Matter expert and gives advice, counsel, and instruction to employees on both work and administrative matters.
Responsible for hearing and resolving minor complaints from employees; refers group grievances and more serious unresolved complaints to a higher-level supervisor or manager; effects minor disciplinary measures such as warnings and reprimands and recommends action in more serious cases.
Interviews candidates for positions in the unit; recommends appointments, promotions, and reassignments to unit positions.
Identifies and provides for training needs; and finds ways to improve production or increase the quality of work within the area of authority.
The incumbent carries out Equal Employment Opportunity policies and program activities.
The incumbent provides technical and administrative supervision to approximately 320 FTE The incumbent has oversight responsibilities of the Consolidated Patient Accounts Center (CPAC) and staff through subordinate supervisors.
Establish performance standards and evaluates the performance of subordinate supervisors, makes determinations on grievances, recommends training, and approves leave of subordinate supervisors.
Leads in administering programs concerning such matters as equal opportunity, merit promotion, labor management relations, and position management.
Administers space and equipment programs for the Health Administration Service (HAS).
Makes final Human Resources (HR)/Equipment/Space Policy decisions for the HAS and has an integral role in the EOVAHCS Emergency Management program, providing staff for both the Patient Locater process and the manpower utilization program.
Initiates reassignment of personnel as necessary, and has comprehensive knowledge of EOVAHCS operations, advising on personnel utilization.
Participates in Daily Management System (DMS), which includes the coordination of service- level huddle, attending and coaching the huddles of subordinates, participating and facilitating the Administrative Chief's huddle on behalf of the Associate Director (GS-15), and participation in the Enterprise Huddle.
Partners with and advises Healthcare Group (HCG) Chiefs in the high-level coordination of facility-wide management of clinic setup, encounter management/completion, medical documentation, scheduling, and Patient Preferred List), procedures, directives, and practices in daily operations.
This includes coordination of development and implementation of training plans for clinical staff, auditing/data collections tools and practices, and regular reporting of clinical and health information management practices.
Design and implement internal and external customer service studies to analyze/evaluate study results and data to identify opportunities and gaps, engage in process improvement activities, and/or track goal/objective progress.
Formulates and issues policies, through the Medical Center Director (MCD), relating to the broad area of health administration.
Makes recommendations on new or modified developments, priorities, and objectives to improve performance in major administrative operations.
Conducts formal and informal presentations, as required, to justify and defend administrative aspects of mission critical programs.
Participates in the preparation and presentation of briefings to officials regarding study results.
Provides management with new information and predictive advice concerning various alternative courses of action in resolving exceedingly complex problems.
Analyzes and evaluates studies conducted by subordinates, performance metrics/measures, and other data/information sources to identify opportunities for improvement and engage in process improvement work such as Value Stream Analysis (VSA), Rapid Improvement Events (RIE), 90-day projects, and other process improvement activities in support of the facility's strategic plan's objectives and goals.
Develops both long and short-term goals, policies and plans for the organization by coordinating the medical administration needs of the medical center.
Work Schedule: Monday - Friday (8:00 am - 4:30 pm) Telework: ADHOC -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 Administration Officer ( Chief, Business Office)/PD130140 Relocation/Recruitment Incentives: May be authorized for a highly qualified candidate.
Critical Skills Incentive (CSI): Not Approved.
Permanent Change of Station (PCS): Not Authorized.
Financial Disclosure Report: Not Required.'