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Summary The purpose of this position is to exercise second level supervisory and managerial authorities over the Medical Administration Service. The organizational location of this position is in the Office of the Chief, Medical Administration Service (MAS), VA North Texas Health Care System (VANTHCS), Dallas, Tx. Responsibilities The Medical Administration Officer plans, organizes, and oversees the activities of the Medical Administration Service. Establishes, revises, or reviews policies, procedures, mission objectives, and organization design for the staff relating to the broad area of patient administration which provide a basis for sound administrative practices, defines responsibilities for carrying out specific functions necessary to eliminate work problems or barriers to mission accomplishment, promote team building, implement quality improvements, provides recognized authority consistent with applicable law under which action is taken to minimize the possibility of unauthorized action or unfavorable criticism and facilitates decisions to promote consistency of interpretations and application across organizational lines, The Incumbent manages, directs, and supervises and administers a variety of hospital-wide service functions which are primarily work supporting, i.e., those service functions without which the primary operations of the hospital would be hampered or curtailed. Those services include communication by telephone or email, mail (both employee and patient), files, forms management, travel of employees and patients, etc. Reviews and structures organization to optimize use of resources and maximize efficiency and effectiveness of the organization. Participates in the annual budget estimate for operation of MAS activities. In addition to funds for patient care, budget estimates, requires a thorough knowledge of MAS staffing requirements, beneficiary travel and special mode transportation contracts, equipment and supplies, and changes in construction regarding space utilization. These estimates are based on statistics, studies and projections which indicate patient load trends and bed utilization. The incumbent initiates and adjusts short-term priorities, and prepares schedules based on consideration of difficulty of requirements and assignments such that the experience, training, and abilities of the staff are effectively utilized to meet organization and customer needs. Balances workload and provides overall direction and vision to the subordinate section chiefs on a wide range of (functional) and administrative issues. Establishes metric and analysis systems for sections managed to assess efficiency, effectiveness, and compliance with regulatory procedures. Evaluates requirements for additional resources submitted by subordinate supervisors, and balances organization needs with overall mission requirements and resource interests. Identifies need for change in organization priorities and takes action to implement such changes. Plans and schedules work in such a manner that promotes a smooth flow and even distribution and ensures effective use of organization resources to achieve organization goals and objectives as well as Health Care System customer needs. Accepts, amends, or rejects work of subordinate supervisors. Reviews work and management techniques of subordinate supervisors and is held accountable for actions taken and advice provided by staff of subordinate sections. Makes decisions on work problems presented by subordinate supervisors. Directs self-assessment activities of subordinate supervisors. Reviews training recommended by subordinate supervisors to assure it is proper and promotes effective operation of the organization as a whole. The incumbent plans, directs, coordinates, and oversees work of MAS through subordinate supervisors in the operational aspects of the Service. Provides subordinate supervisors and staff with direction and advice regarding policies, procedures, and guidelines. Formulates and implements administrative and clerical procedures to insure expeditious and efficient processing of work and in-service training. Advises staff regarding policies, procedures, directives, and goals of higher level management as they relate to the work of MAS. Selects candidates for subordinate non-supervisory positions and recommends selections for subordinate supervisory positions taking into consideration skills and qualifications, mission requirements, and EEO and diversity objectives. The incumbent will represent the Service Chief in their absence or as appointed. Work Schedule: Monday - Friday 7:30a.m. - 4:00p.m. Virtual: This is not a virtual position. Position Description/PD#: Medical Administrative Officer (Assistant Chief Health Administration Service)/PD093980 Financial Disclosure Report: Not required Requirements Conditions of Employment Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 09/17/2024. 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-13 position you must have served 52 weeks at the GS-12. 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-12 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 in the application of a wide range of qualitative and/or quantitative methods for the assessment and improvement of program effectiveness or the improvement of complex management processes and systems; Extensive knowledge of the range of administrative laws, policies, regulations, and precedents applicable to MAS; Knowledge of agency program goals and objectives, the sequence and timing of key program events and milestones, and methods of evaluating the worth of program accomplishments; Knowledge of relationships with other programs and key administrative support functions within the VANTHCS and VHA; Knowledge is applied in a variety of ways; Knowledge applied to the design and conduct of comprehensive management studies where the boundaries of the studies are extremely broad and difficult to determine in advance. You will be rated on the following Competencies for this position: Administration and Management Analysis and Problem Solving Conflict Management Employee Development 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 work is sedentary. It occasionally requires carrying of light objects such as files, books, and papers; some walking, standing or bending. No special physical qualification are 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 There is no educational substitution at this grade level. Additional Information The Career Transition Assistance Plan (CTAP) provide eligible displaced VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/. This job opportunity announcement may be used to fill additional vacancies. For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document. If you are unable to apply online or need to fax a document you do not have in electronic form, view the following link for information regarding an Alternate Application.