Duties
- Provides lead administrative support to the Assistant Chief, COPS & Personnel Health Nurse Manager and Assistant Nurse Manager
- Provides oversight by monitoring administrative reports brining discrepancies, trends and
- outliers to the attention of the Assistant Chief, COPS
- Provides administrative support to all areas within the Community Outpatient Services
- (COPS), including scheduling, MISSION Act, recall, travel, community care outsourcing, etc.
- Responsible for coordinating, directing and assuring inconsistencies on reports are corrected
- and deadlines for completion of reports are met.
- Performs administrative work, which includes oversight and support as it relates to the daily
- operations in all Community Based Outpatient Clinics (CBOCs)
- Accounts for the running of the day-to-day reports of all outpatient care administrative
- programs
- Independently analyzes and evaluates the efficency of reports to ensure that the VHA goals
- and objectives are met if required inform the specific Assistant Chief, COPS & Personnel Health Nurse Manager and Assistant Nurse Manager that correction action is needed.
- Works to identify process issues and area for improvement
- Works independently to interpret any and all regulatory guidance establishing a strategy/
- action plan and prepare a status report for review by the Assistant Chief, COPS & Personnel Health Nurse Manager and Assistant Nurse Manager
- Screens telephone calls and visitors
- Responsible for entering Light Electronic Action Framework (LEAF) Requests for new clinic grids or the inactivation of clinic grids. Blocks/opens clinic grids for when provider have been approved/cancel leave.
- Appropriates control systems are maintained to ensure due dates of reports or
- correspondence are met
- Ensures all administrative and clinical staff members are current on training and educational
- requirements necessary to perform job duties
- Maintain timecards are accurate for all employees in the respective TLs, and that time cards are submitted to certifying officials in a timely manner in order to meet payroll deadlines
- Provides technical and administrative supervision to a unit of administrative support staff. The incumbent oversees the daily operation of the unit, ensures that agency policies and priorities are being followed; develops performance standards; and evaluates work performance of subordinates.
- Performs work involving the collection, interpretation, analysis, and/or tracking of data and statistical information from diverse sources to develop process improvement strategies to be presented to upper management to increase effectiveness, efficiency, and all other outcomes for the outpatient Veteran population.
- Conducts daily survey and audits of entire physical facility plant and adjoining property.
- Insures all OIT equipment is functioning appropriately, informing the Personnel Health Nurse Manager and Assistant Nurse Manager and/or Assistant Chief of COPS of any issues/concerns. Performs Environmental of Care rounds weekly and makes recommendations.
- Attends meetings in the absence of the Assistant Chief, COPS & Personnel Health Nurse Manager and Assistant Nurse Manager, keeping them informed
- Reviews, suspends, and directs all incoming correspondence to Assistant Chief, COPS & Personnel Health Nurse Manager and Assistant Nurse Manager, including mail, fax and telephone messages
- Makes all necessary travel arrangements for the Assistant Chief, COPS & Personnel Health Nurse Manager and Assistant Nurse Manager
- Assembles necessary materials and provides them to participants prior to meetings and
appointments
- Independently maintains calendar, prioritizes appointments and coordinates meetings
Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level.
Work Schedule: Monday - Friday; 8am - 4:30pm
Virtual: This is not a virtual position.
Position Description/PD#: Supervisory Medical Administration Specialist (Facility Director)
/ 93213-O, 93214-O
Relocation/Recruitment Incentives: 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
- Selective Service Registration is required for males born after 12/31/1959
- You may be required to serve a probationary/trial 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, 09/08/2025.
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-09 position you must have served 52 weeks at the GS-07. For a GS-11 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.
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 and/or education as described below:
To qualify for the GS-09:
- Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-07 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Serving as a primary point of contact for a specific subject area; Collecting, compiling, organizing, and analyzing information to make determinations; Responding to requests or complaints from customers; Reviewing reports, documents, records, data, or other materials to verify completeness, correctness, consistency, compliance, or authenticity; Admitting clients/patients into programs; Monitoring programs, projects, operations, or activities; Monitoring others' work; and Using computer systems or applications to process data for determining entitlement of benefits. . OR,
- Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have completed a masters or equivalent graduate degree or two full years of progressively higher-level graduate education leading to such a degree or an LL.B. or J.D., if related to the work of this position. (Transcripts must be submitted).. OR,
- Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond I have a combination of education and experience to qualify at the GS-09 level. This can be determined by adding total qualifying experience as a percentage of the required experience and education as a percentage of the total required. The total percentage must equal 100 percent. Only education more than the first 18 semester hours (i.e. beyond the first-year graduate level education) is creditable towards meeting the specialized experience requirement. A transcript must be submitted with your application if you are basing all or part of your qualifications on education.
To Qualify for the GS-11:
- 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: Serving as primary point of contact for a medical or business office for the public; explaining technical or other complex information orally relative to National directives and public laws governing eligibility for healthcare for patient access; identifying needs or problems associated with health care administration; processing administrative issues (i.e. consults, return to clinic orders, recall reports, financial assessments, insurance capture, patient registration, etc.); promoting a good working relationship with key individuals or groups; monitoring, maintaining, and updating data, records, or other information; reviewing reports, development of documents (i.e. Issue Briefs, correspondence, Congressional inquiries, etc.), records, data, or other materials to verify completeness, correctness, consistency, and compliance; notifying individuals of decisions, problems, or further actions needed; and maintaining a working knowledge of relevant laws, regulations, policies, standards, or procedures.. . OR,
- Education: Applicants may substitute education for the required experience. To qualify, you must possess a Ph.D. or equivalent doctoral degree or 3 full years of progressively higher level graduate education leading to such a degree or LL.M., if related to the work of the position. (Transcripts must be submitted)... OR,
- Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond must have have a combination of education and experience to qualify at the GS-11 level. This can be determined by adding total qualifying experience as a percentage of the required experience and education as a percentage of the total required. The total percentage must equal 100 percent. Only education more than the first 18 semester hours (i.e. beyond the first-year graduate level education) is creditable towards meeting the specialized experience requirement. A transcript must be submitted with your application if you are basing all or part of your qualifications on education.
You will be rated on the following Competencies for this position:
- Accountability
- Communications
- Decision Support
- Organizational Stewardship
- Interpersonal Skills
- Administration and Management
- Leadership
- Managing Human Resources
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. Regularly involve long periods of standing, bending,
and stooping to observe and study work operations in an industrial, storage, or
comparable work area.
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/.
Benefits
A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.
Review our benefits
Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.
How You Will Be Evaluated
You will be evaluated for this job based on how well you meet the qualifications above.
IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE.
Narrative responses are not required at this time. If you are referred for consideration, you may be asked to submit additional job related information, which may include, but not limited to; responses to the knowledge, skills and abilities; completion of a work sample, and/or contact for an interview. Your resume and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect your rating or consideration for employment.
The Department of Veterans Affairs performs pre-employment reference checks as an assessment method used in the hiring process to verify information provided by a candidate (e.g., on resume or during interview or hiring process); gain additional knowledge regarding a candidate's abilities; and assist a hiring manager with making a final selection for a position.
For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document.
Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion. The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement. Management may use any one or any combination of these methods to fill the position.
It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.
Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.
Required Documents
To apply for this position, you must provide a complete Application Package which includes:
Required Documents
- Resume (when listing previous employment please include month and year).
- Your most recent Within Grade Increase SF-50 that shows your time-in-grade eligibility.
- If you have previously held a higher grade and are applying based on that grade, you must provide a copy of the SF-50 showing you held the higher grade in addition to your last or most recent SF-50 indicating proof of status. Note: Your SF-50 must reflect the grade and step information equivalent to or greater than the grade lower than the position you are applying to. This may not always be your most recent SF-50. You may need to submit more than one SF-50.
SF-50, Notification of Personnel Action (if applicable for Time in Grade and/or Eligibility):
- Most recent SF-50 if you are a current or former Federal employee
- An SF-50 showing 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
- Award 50's do not provide sufficient information and will not be accepted for the purpose of verifying time-in-grade.
- Examples of appropriate SF-50's include:
- Within grade increases at the highest grade held; or
- Promotions with an effective date more than one year old; or
- SF-50's at the highest grade held with an effective date more than one year old.
Veterans' Preference: When applying for Federal Jobs, eligible Veterans should claim preference for 5pt (TP), 10pt (CP/CPS/XP), or for Sole Survivor Preference (SSP) in the questionnaire. You must provide a legible copy of your DD214(s) which shows dates and character of service (honorable, general, etc.). If you are currently serving on active duty and expect to be released or discharged within 120 days you must submit documentation related to your active duty service which reflects the dates of service, character of service (honorable, general, etc.), and dates of impending separation. Additionally, disabled veterans and others eligible for 10-point preference (such as widows or mothers of eligible Veterans) must also submit an SF-15 "Application for 10 Point Veteran Preference" with required proof as stated on the form.
Documentation is required to award preference. For more information on Veterans' Preference, please visit
Feds Hire Vets - Veterans - Job Seekers - Veterans' Preference.
If you are relying on your education to meet qualification requirements:
Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from
schools accredited by accrediting institutions recognized by the U.S. Department of Education.
Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.
How to Apply
All applicants are encouraged to apply online. To apply for this position, you must complete the questionnaire and submit the documentation specified in the Required Documents section below. The complete application package must be submitted by 11:59 PM (ET) on 09/08/2025 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/12769492.
- To begin, click Apply Online to create a USA JOBS account or log in to your existing account. Follow the prompts to select your USA JOBS resume and/or other supporting documents and complete the occupational questionnaire.
- Click Submit My Answers to submit your application package.
NOTE: It is your responsibility to ensure your responses and appropriate documentation is submitted prior to the closing date.
The
Interagency Career Transition Assistance Plan (ICTAP) and
Career Transition Assistance Plan (CTAP) provide eligible displaced Federal/VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be
well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at
http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/.
During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions.
NOTE: Participation in the seasonal influenza program is a condition of employment and a requirement for all Department of Veterans Affairs Health Care Personnel (HCP). It is a requirement that all HCP to receive annual seasonal influenza vaccination or obtain an exemption for medical or religious reasons. Wearing a face mask is required when an exemption to the influenza vaccination has been granted. HCP in violation of this directive may face disciplinary action up to and including removal from federal service. HCP are individuals who, during the influenza season, work in VHA locations or who come into contact with VA patients or other HCP as part of their duties. VHA locations include, but are not limited to, VA hospitals and associated clinics, community living centers (CLCs), community-based outpatient clinics (CBOCs), domiciliary units, Vet centers and VA-leased medical facilities. HCP include all VA licensed and unlicensed, clinical and administrative, remote and onsite, paid and without compensation, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, researchers, volunteers and health professions trainees (HPTs) who are expected to perform any or all of their work at these facilities. HPTs may be paid or unpaid and include residents, interns, fellows and students. HCP also includes VHA personnel providing home-based care to Veterans and drivers and other personnel whose duties put them in contact with patients outside VA medical facilities.
Next steps
Once your online application is submitted you will receive a confirmation notification by email. After we receive application packages (including all required documents) and the vacancy announcement closes, we will review applications to ensure qualification and eligibility requirements are met. After the review is complete, a referral certificate(s) is issued and applicants will be notified of their status by email. Referred applicants will be notified as such and may be contacted directly by the hiring office for an interview. All referred applicants receive a final notification once a selection decision has been made.
Areas of Consideration - Applicants will be considered based on the following areas of consideration.
First Area of Consideration: Career Transition Assistance Plan (CTAP) provide eligible displaced Federal/VA competitive service employees with selection priority over other candidates for competitive service vacancies.
Second Area of Consideration (Facility Employees) - Current, permanent VA Northeast Ohio Healthcare System employees (this includes Outpatient Clinics, permanent employees of the Veteran Canteen Service assigned to this facility, Office of Information & Technology employees assigned to this facility.
You may check the status of your application at any time by logging into your USA Jobs account and clicking on Applications. Information regarding your application status can be found in the USAJobs Help Center.