Summary The Medical Administration Officer serves the Business Office and other management and supervisory personnel by analyzing, evaluating, advising, and/or coordinating administrative operations. Assists the Chief, Business Office in the development and implementation of special consideration to the integration of internal administrative policies, compliance with Veterans Health Administration (VHA) guidelines, standards and requirements. Responsibilities The Medical Administration Officer provides direct supervision to Program Managers of the Business Office, such as, Tennessee Valley Healthcare System (TVHS) Scheduling Program Manager; Eligibility Program Manager. Also, exercises managerial authority over the Administrative Officers of the Day (AODs). The incumbent is fully involved in personnel management, budget control, planning, and data retrieval of each program. Duties include but not limited to: Leads in developing internal policies and programs concerning matters as equal opportunity, merit promotion, labor management relations and position management. Provide healthcare system management advisory service and high-level management input into the most complex administrative management deliberation/decisions. Work closely with service personnel involved in budget planning and statistical projections utilized by management to assure an accurate and workable loan. Effectively deal with key professional and administrative personnel in government and community affairs. Collaborates with the Chief, Business Office in making resource decisions relating to acquisition of new equipment and FTEE and assists with the coordination or resources to ensure the success of construction, location, and space allocation projects. Assist in the development and maintenance of reporting and review systems, which provides meaningful information to top management for effective decision making. Establish effective working relations with all services within the healthcare system. Collaborate under the direction of the Chief, Business Office, on service projects, designs and plans and conducts studies in all areas of the healthcare system which may change existing work operations and procedures. Establish and maintains good relations with various groups and organizations such as other hospitals, medical societies, medical schools and other colleges. Responsible for providing the influences, motivation, and persuasion which fosters the acceptance and exercise of sound management concepts, practices, and innovations. Serve in an acting capacity in the absence of the Chief assuming responsibilities of all duties involved. Participate in public speaking engagements, meetings, and public relations events. Recognize the different functions and motivations of various employees and groups in the healthcare system and be able to communicate effectively with each in order to gather information. Take action to effectively solve problems before they have an adverse impact on the organization or other employee. Discusses, investigates, and responds to employee grievances and dissatisfactions in order to resolve conflicts. Ensure effective integration of efforts/activities with other medical center operations and with community based agencies and activities. Hear and resolve staff concerns and complaints and as appropriate, refers group grievances and unresolved serious complaints to Chief. Serve as the consultant on legal aspects of matters involved in the admission; retention; and discharge of patients. Evaluate alternate proposals or problem solutions and presents conclusions to management. Represent Chief, Business Office at labor management meetings, provides information, resolves conflicts, and/or problems and assures Program Managers are familiar with the negotiated agreement. Work Schedule: Monday- Friday 0730-1600 Compressed/Flexible: Not Authorized Telework: Ad-Hoc Virtual: This is not a virtual position. Position Description/PD#: Medical Administration Officer 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 All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment. Applicants who refuse to be tested will be denied employment with VA. 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, 06/26/2025. 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 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. 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 12 in the normal line of progression that includes progressively responsible analytical or administrative, or clinical management or supervisory experience in the health care field. Experience must demonstrate the required application of the knowledge, methods, and techniques of an administrative healthcare professional managing a hospital, clinic or comparable healthcare facility. Specialized experience may have been gained in a hospital business office, medical center, clinic or similar environment where the applicant has knowledge of, and skill in applying supervisory functions in the operational aspect of a medical service, such as formulating and installing clinical, administrative, and clerical procedures to ensure expeditious and efficient processing of work. Specialized experience is defined as: Provides leadership and guidance in coordinating medical administration needs; Supervisory functions in the operational aspect of a medical service, such as formulating and installing clinical, administrative, and clerical procedures to ensure expeditious and efficient processing of work; Thorough reporting, analytical comparisons, projections and advice; Providing essential data for planning, budgetary effectiveness, workload projections, etc.; Determining management needs and assuring timely data collection and meaningful reporting of service activities; Thorough application of management analysis techniques and promoting utilization of management principles and practices. Prepares and presents patient administrative statistics required for internal reporting by management, professional staff and Central office; Performs workload surveys and scheduling studies in clinics and admission service and various professional services and recommends changes in the work distribution and scheduling policies; Participating in and in some cases leading service-level special projects dedicated to the improvement of service activities and products; Acting as a subject matter expert on all matters related to effective, efficient customer service, and developing tools to improve service-level customer service practices; coordinating staffing and recruitment practices at the service-level with the Human Resources Management Service. You will be rated on the following Competencies for this position: Administration and Management Communications Conflict Management Decision Making Leadership 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 primarily sedentary with some walking, standing, and bending. Incumbent may be required to lift and move files/printouts. 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 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.
