Summary Serves as Outpatient Services Program Manager (Supervisory Medical Administration Specialist) under Health Administration Services at the VA Hudson Valley Healthcare System serving Westchester, Dutchess, Putnam, Orange, Sullivan, and Rockland counties in addition to assisting other VISN 2 sites with referrals to subspecialty clinics. Responsibilities Program Management The incumbent serves as a key figure in the coordination of matters pertaining to the outpatient clinic administration with the Assistant and Chief of Health Administration and other members of the professional clinical and administrative staff. Serves as a committee member and task force member to committees involving Outpatient Services and scheduling guidance. On behalf of management, has contact with various agencies, both within and out of the VA system, to resolve problems, explain VA regulations, policies, and procedures and to provide information on Veteran's healthcare access. As the operating official for Outpatient Services, the incumbent is responsible for evaluating the effectiveness of the accomplishments toward the mission and goals of the medical center, where program responsibility has been delegated to the section supervisor. Performs any other related administrative and technical assignments necessary to achieve the goals of the service. The incumbent actively pursues performance improvement within the section in identified areas.Incumbent provides analysis of and assists with clinical data management/data validation and is responsible for short-term and long-term planning, managing operations and evaluating medical administration clinical coordination and scheduling functions and processes for continuous improvement that meet U.S. Laws, VA, and VHA healthcare local and regional initiatives, national goals, and objectives.This position is required to exercise and extraordinarily high level of managerial competence and functional expertise. The incumbent is responsible to oversee and assure unity, dynamic and diverse clinical coordination and patient care access programs, functions and processes.The incumbent establishes standards for quality and productivity. Directs program implementation for Outpatient Services. Reviews survey data to ensure that optimal care is being given in areas of supervision and that the Health Care System resources are being appropriately and fully utilized. Conducts studies to resolve administrative problems which arise during normal operations and will present conclusions and recommendations. Supervisory Duties: Responsible for approximately 70 employees assigned to Outpatient Services covering administrative staff in two main campus locations as well as seven community-based outpatient clinics. The incumbent reports directly to the Assistant Chief, Health Administrative Services and directs all Outpatient Program Services that promote the ability of VA to provide quality health care services. The work supervised involves technical support work at the GS5-GS10 level, where the incumbent has full and final technical authority over the work. Allocates available manpower resources to meet challenging workload demands and minimum clinical support service requirements. The incumbent is responsible for the efficient, effective, and economical assignment of staffing to provide adequate administrative support during regular and weekend tours of duty. Performs the administrative personnel management functions relative to staff supervised to accomplish the work of the organizational unit. Establishes guidelines and performance expectations for staff, which are clearly communicated through the formal employee performance management system. Work Schedule: 8:00am-4:30pm Compressed/Flexible: N/A Virtual: This is not a virtual position. Position Description/PD#: Supervisory Medical Administration Specialist/PD497110 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved 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. Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued dentification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment. Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 06/24/2025. 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-10 position you must have served 52 weeks at the GS-09. 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 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: planning, developing, coordinating, implementing, evaluating, and reporting on plans, procedures required to meet the administrative activities and programs within the section. Programs within the section include outpatient clinic administration, coordination of Call Center scheduling, outpatient scheduling, on-line scheduling (VAOS), CBOC administrative staff management, coordination of program applications, access, and insurance. The Highly Qualified Applicant will act independently to plan, organize and direct complex, comprehensive patient administrative clinical support and scheduling program which provides the services and technical counsel necessary to meet all legal, procedural, and administrative requirements for clinical support and regular and complex scheduling practices. Develops policies and plans for the organization related to Outpatient Service activities by coordinating the needs of the medical center or VISN. Provides some direction for the medical center by taking the initiative to identify needs, potential issues/concerns and devising flexibilities in operation and constructive, cost effective approaches to the resolution of problems. Incumbent provides analysis of and assists with clinical data management/data validation and is responsible for planning, managing operations and evaluating medical administration clinical coordination and scheduling functions and processes for continuous improvement. Program oversight includes CBOC administrative staff (inclusive of Enrollment and Eligibility, Bene- travel information, and My HealthE Vet services), provides coordination of Non-VA Care Scheduling, collaboration with Telehealth Services, patient clinical care coordination, access scheduling according to national scheduling and consult directives, management of return to clinic and recall orders, Insurance Capture Buffer (ICB) management, coordination of release of information services with outpatient clinical areas and Radiology scheduling management. 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 degree 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. (Transcripts are required to demonstrate how you may meet the education requirement). OR, Combination: Applicants may also combine education and experience to qualify at this level. Applicants may combine education and experience to qualify at this level. You must have a combination of specialized experience and education at the level of a Master's degree or equivalent graduate degree. 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 will be rated on the following Competencies for this position: Administration and Management Communications Technical Competence 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 includes some walking, standing, bending, lifting and caring of relatively light items such as books, papers, and folders. The incumbent must be in good physical condition to work under pressure and able to tolerate the stresses of various aspects of this position. 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 Receiving Service Credit or 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. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. 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. 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.
