This position primarily provides administrative and management support to the Primary Care and Medicine Specialty Service at Eastern Kansas VA Medical Center in the main Medical Center and eight Community Based Outpatient Clinics (CBOCs). The responsibilities are broad in scope and complexity and cover every aspect of the administrative functions of complex care delivery and operations. This is a detail NOT TO EXCEED 1-year - May be converted to a permanent position for exceptional applicants.
To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/27/2025. You may qualify based on your experience as described below: GS-12 Grade Requirement: Specialized Experience: You must have at least one (1) full year of specialized experience equivalent to at least the next lower grade level (GS-11) in the Federal Service, that is directly related to the work of the position and has equipped you with the particular knowledge, skills and abilities to successfully perform the duties as a Health System Specialist - Health Professions Education (HPE) Analyst. Qualifying specialized experience is defined as 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: (1) Missions, organizations, programs, and requirements of health care delivery systems; (2) Regulations and standards of various regulatory and credentialing groups; and (3) Government-wide, agency, and facility systems and requirements in various administrative areas such as budget, personnel, and procurement. At this level, applicants would have obtained this experience working within a health care setting, working directly with health care system administration and finance services to solve problems in support of policy compliance and program/operational functions; experience with disbursement agreement (DA) administration used for payment of salary and benefit; and completing record data analysis to determine potential or actual fraud, waste and abuse, and to recommend redistribution of resources. There is no educational substitution at this grade level. You will be rated on the following Competencies for this position: Administration and Management Interpersonal Skills Leadership Quality Assurance 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 is primarily sedentary, although some slight physical effort may be required. Preferred Experience: Human Resources, data analytics, timekeeping, supervisory functions, budget, program and clinic management, technical and programmatic computer skills , and a high level of interpersonal communication skills. 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/.
MAJOR DUTIES AND RESPONSIBILITIES Operational and Administrative Management (30%) Serves as operations manager for the Primary Care and Medicine Specialty Service. Responsible for advising, planning, developing, implementing, and evaluating administrative processes and programs such as contract management, funds management, clinic flow, clinic scheduling, staffing efficiency, labor mapping, access, and communication across the Service Line. Clinic flow processes include managing Medical Support Assistant staffing and workload to ensure correct scheduling practices, preparation of provider scheduling matrices, optimizing clinic utilization, advising on provider book ability processes, GI and Cardiology flow and scheduling analysis including processes with room matrices, provider and anesthesia availability, equipment and supply chain purchasing, vendor management, and provider recruitment management. Contract and Budget Management (25%) Serves as the Contracting Officer Representative (COR) for medical service contracts needed for the provision of essential patient care within the Medical Center and CBOCs. Prepares contract specifications to include complex statements of work and obtains accurate and sufficient data to support continuation or cancellation of contractual obligations through quality monitoring. Initiates and completes modifications by the contractor, completes reconciliation of invoices to timecards for accurate and prompt payment, initiates payment, and completes increases and decreases to the financial obligations funding the contract. Determines make versus buy to recommend pursuing a medical services contract versus hiring additional providers. Prepares detailed and complex contract solicitation packages for submission to the VISN Contracting Office for award of the necessary contract services. Project Management (15%) Responsible for ensuring new or changing programs are implemented effectively and efficiently, including coordination of support with the affiliated academic institution and contracted providers. Plans new programs and program expansions to ensure space, staff, and equipment are available and adequate to meet patient care needs. Develops and carries out action plans to redesign processes or programs in order to prevent or remediate issues or findings. Serves as the primary point of contact for other Services (i.e., CACs, OIT, etc.) in the implementation of new technologies related to Primary Care and Medicine Specialty Service. Supervisory Duties (30%} Oversees the daily administrative operation of the Primary Care and Medicine Specialty Service. Administers and oversees all aspects of personnel management within the Service. Responsible for planning and directing the activities of subordinates and managing training and support needs to assure an appropriate work environment. Responsible for providing oversight of the day-to-day work completed by subordinates, setting, and adjusting the short term and long-term priorities of the section, and preparing schedules for completion of work. Supervisory Factor Level Descriptions: Program Scope and Effect - Directed work is administrative and technical in nature. Organizational Setting - This position reports to the Deputy Chief of Staff which is one supervisory level below the Medical Center Director which is a Senior Executive Service (SES) position. Supervisory and Managerial Authority Exercised - Plans work to be accomplished by subordinates, sets, and adjusts short-term priorities, and prepares schedules for completion of work. Personal Contacts - Typical contacts are with persons inside and outside the agency. Internal contacts are employees and managers within the medical center, VISN, and national program office contacts. Difficulty of Typical Work - Position is the first line supervisor a team of GS-09 Clinical Administrative Specialists and GS-06 Program Support Assistants that perform data analytics, program management, HR, clinic maintenance and management, customer service and service recovery, budget and planning/COR, revenue generation planning/tracking, labor mapping, and equipment management and inventory. Other Conditions - This position provides technical and administrative oversight of a wide range of clinical and administrative support functions at the GS-09 level which are critical to the day to day operations of a complex healthcare center. Customer Service Meets the needs of customers while supporting VA missions. Consistently communicates and treats customers (Veterans, their representatives, visitors, and all VA staff) in a courteous, tactful, and respectful manner. Work Schedule: Monday-Friday 8:00 am - 4:30 pm Telework: This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Supervisory Health System Specialist/PD102670