Supervisory Program Specialist

Veterans Health Administration•Hines, IL

9d•Onsite

About The Position

This position is located at the Edward Hines Jr. VA Hospital in Hines, Illinois, and is organizationally aligned under the Health Administration Service. The role plans, carries out, monitors, and supervises assignments intended to improve the efficiency and productivity of PAS activities and employees in administrative functions. The position supervises administrative and program operations, including staffing, workflow, equipment, enrollment and eligibility services, Veteran State Home payment certification, burial/detail activities, and internal program reviews. It analyzes operational data, develops or revises procedures, supports compliance with agency and regulatory requirements, and provides management advice. The incumbent may serve as Administrative Officer of the Day during the scheduled day-shift AOD's absence and must adjust the schedule for off-tour and holiday coverage when needed for emergencies. The position is not virtual. The regular work schedule is Monday through Friday, 7:30 a.m. to 4:00 p.m. Some schedule flexibility, including off-tour and holiday work, is required when necessary to provide AOD coverage during emergencies. The work is primarily sedentary, though slight physical effort may be required.

Requirements

Must be a U.S. citizen.
Current federal employees and certain former federal employees must meet the GS-09 time-in-grade requirement: 52 weeks at GS-07; applicable SF-50 documentation is required.
Must demonstrate the selective placement factor: understanding of Community Care clinic scheduling processes from within the past year, internal consults and services, and the policies and procedures for scheduling and operational activities affecting workload-capture data; knowledge of Cisco Finesse and affiliated reports.
Qualify through one year of specialized experience equivalent to at least GS-07, or qualifying graduate education, or an equivalent combination of graduate education and specialized experience.
Specialized experience may include extracting, developing, reviewing, and analyzing data for senior-management reports; performing administrative functions for clinical areas; writing SOPs; understanding Joint Commission requirements; using program databases and software; auditing; managing staff workflow, priorities, deadlines, and work adjustments; and understanding clinic operations, policies, schedules, and provider preferences.
Applicants using education to qualify must submit transcripts; education must be from an accredited institution and recognized by the U.S. Department of Education.
Must complete required background/security investigation, onboarding, and pre-employment identification requirements.
Applicants tentatively selected for a testing-designated position must undergo urinalysis for illegal drug use; refusing testing results in denial of employment.
Selective Service registration is required for males born after December 31, 1959.
Participation in the VA seasonal influenza vaccination program is required for Health Care Personnel.
Must serve a one-year probationary period or two-year trial period, as applicable.
Must be able to work a flexible schedule, including off tours and holidays when necessary to provide AOD emergency coverage.
The work is primarily sedentary, with slight physical effort potentially required.

Responsibilities

Track data for trends and recommend improvements.
Directly supervise employees in assigned areas and report section activities to the Chief, PAS.
Provide technical and administrative supervision and support; oversee daily unit operations and ensure agency policies and priorities are followed.
Approve timecards, ensure adequate coverage, and reassign staff when necessary.
Plan subordinate work, establish short- and long-term priorities, and prepare work-completion schedules.
Refer group grievances and unresolved serious complaints to a higher-level supervisor or manager.
Recommend appointments, promotions, and reassignments; identify training needs and improve productivity or work quality.
Carry out Equal Employment Opportunity policies and program activities.
Evaluate human-resource and space needs for assigned programs; assess equipment needs, track equipment life expectancy, and prepare equipment requests.
Support logistical planning and recommend changes to improve service.
Establish and maintain effective working relationships with hospital Service Chiefs.
Maintain procedures and controls for administrative processing of applicants for care to ensure prompt and courteous processing.
Perform first-level enrollment appeal reviews and second-level enrollment determination reviews.
Serve as the facility Fugitive Felon Program Coordinator and coordinate program requirements with the facility Chief of Staff and Chief of Police.
Perform administrative catastrophic disability determinations and document determinations in veterans' records.
Certify payments for Veteran State Home invoices and serve as the VAMC of jurisdiction per diem point of contact for a Veteran State Home.
Direct Burial/Detail program activities, working with local funeral directors and deceased patients' family members.
Represent the facility on groups and attend community, outreach, and facility events to present and explain enrollment and eligibility information.
Develop and coordinate internal review systems and evaluations to ensure assigned programs comply with agency and regulatory requirements.
Analyze data, identify trends and concerns, recommend corrective actions, and follow through on changes arising from internal and external reviews.
Establish and enforce a system for reviews involving special authorities, including Prisoner of War, ionizing radiation, Agent Orange, Camp Lejeune, and other federal-agency beneficiaries.
Conduct management studies of patient demand, workload trends, and bed utilization; compile statistics for Registration/Eligibility and the AOD office.
Evaluate, develop, refine, or revise operating procedures and provide management advisory services for assigned programs.
Serve as Administrative Officer of the Day during the absence of the AOD scheduled for the day shift; adjust work hours and work off tours or holidays when needed for emergency coverage.
Investigate and research complaint mail and Congressional inquiries and prepare responses.
Work with County Veteran Service Officers and Service Organization representatives to resolve problems.
Perform other related duties as assigned.