Health System Specialist

Summary

The incumbent of this position serves as the Executive Assistant to the Associate Director of Patient Nursing Services (ADPCS) Nurse Executive located at the Manchester VA Medical Center.

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Duties

Administration

• Assists the ADPCS in directing and coordinating all administrative activities and coordinates clerical operations within all of the Nursing Services to provide optimal efficiency.
• Serves as the liaison between the clinical and supporting services on administrative matters.
• Collects and analyzes data for the purposes of budgeting, personnel administration, workload analysis, engineering, research, quality improvement, report preparation, supplies/equipment inventory, facility management and safety.
• Prepare and tracks local & National awards for the Nursing Services
• Prepare ceiling reports, complete SAIL data review, analysis and reports, AMIS, DSS re-mapping, FCP projected needs/excess and provide data for any administrative request from the ADPCS
• Tracks Education Requests, education hours of staff, NNEI and EISP paperwork, presenting to Education Committee
• Staffing requests, new & fill-behind for ADPCS
• Review & recommend equipment and IRM resource needs for ADPCS
• Track and graph staff efficiency monitors.
• Provide administrative support for NQSAC
• Collaborates with the Secretary of Patient Nursing Services to assist in the preparation of congressional, IG and inspection reports, if required, assuring accuracy and appropriateness of information.
• Collaborates with the Secretary Nursing Services and Nursing leadership to maintain oversight in the completion of ADPCS action items.
• In collaboration with the ADPCS, this position is responsible for ensuring that ADPCS is in compliance with Joint Commission Accreditation for Hospital Organization, all legal, regulatory, policy, and fire and safety requirements.
  
  

Operations/Project Management

• Plans and coordinates inspections and/or official visits in conjunction with Director's staff for VHA, Congressional and National Service Organization representatives.
• Performs follow-up in response to recommendations by these visitors. As representative of the ADPNS, incumbent meets with visitors and guests and conducts briefings on ongoing medical center programs, future projects and status of reviews.
• Responsible for development of administrative policies and procedures to include the formulation, advisement, development and/or coordinating implementation of management policies, programs and operations.
• Performs special studies and analysis to assess the impact of budget, staffing, equipment, space and other resources or limitations on the medical center's ability to provide quality patient care and comply with mission requirements.
• Advises and instructs clinical staff of their roles and responsibilities and forecasts impact on construction projects, and space allocations.
• Evaluates and advises the medical center ADPCS on the effect of survey results, regulatory and legal requirements and public opinion.
• Makes evaluative analysis, plans, designs, conducts, and reports on all aspects of new or established programs.
• Makes decisions or recommendations on patient movement, employee morale, program objectives and operations and corrective actions to be taken.
• Represents the ADPCS on numerous medical center committees and subcommittees including but not limited to; Nursing Executive Council, Administrative Executive Council, Workforce Executive Council, Quality Safety and Value Council, Medical Executive Council, Strategic Planning Committee, etc., and represents the medical center on various external committees and attends weekly VHA conference calls.
• A technical representative for the negotiation and administration of financial and academic contracts such as gathering data and supporting documents, submitting them to contracting, monitoring the timeline and operation of the contract, as well as approving ADPCS invoices.
  
  

Work Schedule: Monday - Friday, 7:30am-4:30pm

Position Description Title/PD#: Health System Specialist/PD003170

Telework: Not available

Virtual: This is not a virtual position.

Relocation/Recruitment Incentives: Not authorized

Permanent Change of Station (PCS): Not authorized



Financial Disclosure Report: Not required

Notifications:

This position is covered by locality-based comparability pay.

Incomplete applications will not be considered.

This is not a bargaining union position

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Requirements

Conditions of Employment

• You must be a U.S. citizen to apply for this job
• Subject to a background/suitability investigation
• May serve a probationary period
• Selective Service Registration is required for males born after 12/31/1959
• A complete application package; Resume, Transcripts, etc.
• Selected applicants will be required to complete an online onboarding process
  
  

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this 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. 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.

Individual Occupational Requirement: Positions in the occupational series 0671 MUST MEET 1 of the following bullet points:

• Possess an Undergraduate or Graduate degree with a major field of study in hospital administration, public health administration, or related fields such as business or public administration with course work in health care administration. (TRANSCRIPT REQUIRED)
  
  

OR;

• Possess progressively responsible analytical or administrative, or clinical management or supervisory experience in the health care field. This work may have been performed in an operating health care facility or a higher organizational echelon with advisory or directional authority over such facilities. Work must have involved a close working relationship with facility managers and analysis and/or coordination of administrative, clinical, or other service activities, and provided knowledge of the following:
• Missions, organizations, programs, and requirements of health care delivery systems;
• Regulations and standards of various regulatory and credentialing groups; and
• Government-wide, agency, and facility systems and requirements in various administrative areas such as budget, personnel, and procurement.

OR;

• Successful completion of an agency-sponsored on-the-job training program may be substituted for qualifying experience, provided it included a formal individualized training plan. Such a training program must have been conducted in an operating health care system and included:
• Assignments providing a knowledge of basic health system administration philosophies, practices, and procedures, and basic government administrative policies and requirements;
• Practical assignments providing an opportunity to apply health system administration skills and principles (as the individual progresses, work assignments must be characteristic of the grade level to which he or she is assigned); and
• Oversight by an experienced health system administrator with periodic evaluation of the individual's progress and appropriate adjustment of the training program.

In addition to the Individual occupational requirement 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-11 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Conduct briefings on ongoing medical center programs, future projects and status reviews. Development of administrative policies and procedures to include formulation, advisement, development and/or coordinating implementation of management policies, programs and operations, serve as the liaison between the clinical and supporting services on administrative matters.
  
  

Preferred experience:

• Master's degree in in a any of the following or related fields; Healthcare administration, Hospital Administration, Business Project Management, Organizational Leadership, Public health Administration
• 3+ Years of Program/project management experience; project planning, design, phasing, implementation; and evaluation.
• Expertise in planning and design space allocation/functionality and facility management.
• Certified Lean Six Sigma Black Belt/Lean Black Belt.
• Data analytics (data capture, analysis, reporting) for managerial, administrative, and clinical processes.
• Assisting and managing system improvement activities/projects.
• Experience utilizing multiple types of Software (Excel, SharePoint, Power Apps, Power BI).
• Ability to work autonomously and a self-starter.
• Expert in Written and Verbal Communication

• You will be rated on the following Competencies for this position:
• Administration and Management
• Attention to Detail
• Communications
• Organizational Awareness
  
  
  

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 requiredand some travel is 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 for the GS-12 level.

Additional information

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.

A supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process.

The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be well-qualified, applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors if applicable, and must be proficient in most of the requirements of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website which can be found at https://www.opm.gov/.

Receiving Service Credit for Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed.

This job opportunity announcement may be used to fill additional vacancies.

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.

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• Help A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.
  
  

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Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.

Manchester VA Medical Center

718 Smyth Road

Manchester, NH 03104

US