Administrative Specialist - Veterans Affairs, Veterans Health Administration

Summary The incumbent reports to the Rehabilitation and Long-Term Care (RLTC) Service Line Director or Chief and provides direct staff support to the Service Line Director (Community Living Center or Home or Community Based Services or Service Chief (Physical Medicine and Rehabilitation). The incumbent is responsible for planning, organization, development, direction and evaluation of all the Service line administrative functions. Responsibilities The incumbent provides full staff assistance in administrative matters relating to: patient concerns, budget management, contract management, clinical support, and assuring requirements for care are met. S/he also provides primary administrative support to the Division Directors and clinical committees to include planning, organization, and support of RLTC programs, such as Community Living Center (CLC), Home and Community Based Services (HCBS), Physical Medicine and Rehabilitation (PMRS), and the integration of Whole Health Services throughout. The incumbent provides staff support in the maintenance of data related to workload, access, staffing, and budget to ensure best patient care within the context of existing constraints. Participates collaboratively in developing strategies for the RLTC Division to meet its goals and mandates in efficient, effective ways. Leads special projects for the Clinical Service Line Directors, Service Chiefs, and Division Directors as needed. Major duties include, but are not limited to; Incumbent plans, organizes, and supervises the accomplishment of all administrative and clerical activities of the service. Establishes workflow methods, procedures, deadlines and priorities needed to expedite overall administrative requirements of higher authority, supervisory policies, local requirements and regulations. Organizes administrative work in the most efficient and productive manner. Recommends and justifies changes in functional assignments involving the establishment of new positions, the assignment of duties affecting personnel status and grades, and matters affecting services provided. Reviews such proposals made by subordinate supervisors and workers. Makes long-range plans to accommodate increase and change in workload; adjusts work assignments; changes priorities and deadlines to meet special requirements, and recommends additional staffing when needed. Acts as a liaison or handles the communication with persons and/or groups within and outside of the Service or Division. Researches and/or analyzes unstable or complex program issues. Plans and/or accomplishes special projects and programs. Administers programs concerning position management and human-resources utilization. Oversees related contract administration including knowledge of personnel and contracting operations such as classification, standards, and competencies. Works with Division administrative personnel on all human resource items. Incumbent is primarily responsible for Service level controlled and congressional correspondence and Patient Advocacy Office and is back up for the RLTC Division for these requests. Performs administrative work, which includes management of an office's schedule or day-to-day plans. Develops new plans or schedules using standard references. Identifies objectives based on understanding of program and overall priorities. Determines specific steps, input required, and/or meetings. Identifies schedule and milestones; and estimates resources required. Conduct studies that provide senior executive leadership with in-depth analyses of specific clinical and operational issues as they relate to clinical best practices, operations, patient safety, clinical efficiency, and quality improvement. designs metrics and criteria for evaluation utilizing appropriate testing methodology for valid interpretation of findings for clinical outcomes, program efficacy, financial, and operational impact. conducts complex analyses on extracted data to generate findings. Analyses of data are interpreted for long range and short range strategic planning of clinical operations. Work Schedule: Monday - Friday; 7:30a.m. to 4:00p.m. Telework: This is not a telework position. Virtual: This is not a virtual position. Position Description/PD#: Administrative Specialist/PD21432-0 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Authorized Permanent Change of Station (PCS): Not Authorized Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job Selective Service Registration is required for males born after 12/31/1959 You may be required to serve a probationary period Subject to background/security investigation Selected applicants will be required to complete an online onboarding process Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) - See "Additional Information" below for details. Qualifications To qualify for this position, applicants must meet time in grade and specialized experience requirements within 30 days of the closing date of this announcement, 10/22/2024. 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 within 30 days of the closing date of this announcement. For a GS-09 position you must have served 52 weeks at the GS-07. 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: You must have one year of specialized experience equivalent to at least the next lower grade in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Applying analytical and evaluative methods and techniques to issues or studies concerning the efficiency and effectiveness of program operations; Knowledge of pertinent laws, regulations, policies and precedents which affect the use of program and related support resources in the area studied; Knowledge of the major issues, program goals and objectives, work processes, and administrative operations of the organization; Skill in adapting analytical techniques and evaluation criteria to the measurement and improvement of program effectiveness and/or organizational productivity; Skill in conducting detailed analyses of complex functions and work processes; Interpersonal skills in presenting staffing recommendations and negotiating solutions to disputed recommendations. NOTE: 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. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed a master's or equivalent graduate degree, or 2 full years of progressively higher level graduate education leading to such a degree, or an LL.B. or J.D. in a related field that demonstrates the knowledge, skills, and abilities necessary to do the work of this position. NOTE: Transcripts required. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond the first year or 18 semester hours and specialized experience to meet total experience requirements. NOTE: Transcripts required. You will be rated on the following Competencies for this position: Administration and Management Customer Service (Clerical/Technical) Data Management Performance Management Self 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: The work is primarily sedentary, although some slight physical effort may be required. 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/. Education A transcript must be submitted with your application if you are basing all or part of your qualifications on education. Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: https://sites.ed.gov/international/recognition-of-foreign-qualifications/. Additional Information This job opportunity announcement may be used to fill additional vacancies. Pursuant to VHA Directive 1193.01, VHA health care personnel (HCP) are required to be fully vaccinated against COVID-19 subject to such accommodations as required by law (i.e., medical, religious or pregnancy). VHA HCPs do not include remote workers who only infrequently enter VHA locations. If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date. The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required accommodation from this requirement using the reasonable accommodation process. If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement. Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.