MANAGEMENT SERVICES OFFICER

Veterans Affairs, Veterans Health Administration | Philadelphia, PA

Posted Date 10/09/2019
Description Serves as the Assistant Chief, Health Administration Service, with direct supervisory responsibilities consisting of Business Office staff and supervisory of subsections within the service. Assists the Chief in managing, guiding, and providing oversight to ensure the mission is met. Position is located at 3900 Woodland Avenue, Philadelphia, PA 19104.
Service Operations Management - Manages daily operations of the service through section chiefs, program managers and supervisors. Provides oversight and guidance on technical issues outside the norm. Operationalizes new initiatives, processes or strategies to support improved or sustained high performance in support of the VA, VHA, the VAMC and veterans served. Collaborates with service line clinical leadership to plan and modify service operations to support any unforeseen circumstances. Administers space and equipment programs. Responsible for constant surveillance, evaluation and planning to ensure efficient utilization of space based on constantly changing and ever increasing program demands.
Performance Monitoring, Compliance and Quality Assurance - Monitors service performance measures ensuring compliance with established regulations, national and local policies, procedures and directives. Conducts random quality assurance checks of processes and staff to ensure compliance is maintained. Conducts surveys and reviews to ensure that optimal patient care is being provided and medical center resources are being appropriately and fully utilized. Coordinates the quality assurance program through data collection, data management, monitoring, tracking, analyzes and interpretation data for the purpose of detecting occurrences or patterns of care which may affect patient care outcomes.
Personnel Management - Ensures performance standards for all levels in the service are developed to ensure work is accomplished with a high level of excellence and productivity. Ensures appropriate staffing levels and resources have been assigned to support operations serving as key figure in manpower utilization program assuring recruitment and retention within approved ceiling are maintained. Responsible for personnel administration including knowledge of position classifications, grievance procedures, leave administrations, union negotiations, fact findings and disciplinary actions. Decides the methodologies to use in achieving work goals and objectives, and in determining other management strategies. Coordinates and participates in disciplinary actions and responds to appeals and grievances. Plays a major role in developing and coordinating internal review systems to assure clinical and administrative activities are in compliance with agency and accrediting and regulatory requirements.
Strategic Planning Support - Assists the Chief in developing long and short term strategic goals for the service. Identifies needs and potential issues/concerns and devises flexibilities in operations and constructive, cost effective approaches to the resolution of problems. Participates, through insights and information provided to the Chief, in the formative stage of overall facility managerial planning to assure that an awareness of medical administrative issues and implementations are considered and influence management decisions. In supporting the Chief's vision develops, evaluates, and modifies organizational structure and systems to achieve program goals.

Work Environment - work is carried out typically in a well-lighted office setting. The nature of the work involves every day risks which require normal safety precautions, typical of a hospital setting. The nature of the work presents a low to moderate exposure to infectious diseases, etc.


Work Schedule: Full-time
Virtual: This is not a virtual position.
Relocation/Recruitment Incentives: Not-Authorized
To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/23/2019.

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 this position you must have served 52 weeks at the GS-12 level. 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:
  • Experience providing oversight, management, or supervision and/or directing the activities of a multi-disciplinary team of health care professionals along with participating in the development, implementation and monitoring of administrative and clinical policies and programs as it relates to health/medical administration care services.
  • Experience 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:
    1. Missions, organizations, programs and requirements of health care delivery systems.
    2. Regulations and standards or various regulatory and credentialing groups (Joint Commission on Accreditation of Health Organizations (JCAHO); Ambulatory Care Standards, Quality Review program standards for regulatory compliance in a health care program, and so forth.
    3. Government-wide, agency and facility systems and requirements in various administrative areas such as budget, fiscal, personnel, medical administrative services, and so forth.
Work may have been performed in an operating health care facility or a higher organizational echelon with advisory or directional authority over such facilities.
  • Applicant must also possess:
    1. Management ability to delegate authority, evaluate and oversee people and programs, recognize and adapt to changing priorities;
    2. Knowledge of the interrelationships and interdependencies among various medical and administrative services and program effectiveness.
You will be rated on the following Competencies for this position:
  • Compliance
  • Human Capital Management
  • Planning and Evaluating
  • 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: Work is primarily sedentary, although moderate physical effort may be required in attending meetings in many different locations across the campus, conducting walking rounds and site visits to the community-based outpatient clinics. Responsibilities of the position can often be physically demanding and stressful due to competing demands. Must take personal initiative to manage time, resources, and priorities to assist with workflow and workload.

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/.

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