Medical Administration Officer – Chief, Health Administration Service

Summary

The Medical Administration Officer – Chief, Health Administration Service (HAS) provides overall leadership and managerial functions of planning, organizing, staffing, operating, and budgeting, for the service line. The position develops and communicates the vision tor HAS, expresses the values that hold the service together, and guides it through significant and continual change to ensure that benefits are administered in an effective, patient focused manner.

Duties

***THIS IS NOT A VIRTUAL POSITION, YOU MUST LIVE WITHIN OR BE WILLING TO RELOCATE WITHIN A COMMUTABLE DISTANCE OF THE DUTY LOCATION*** Major duties and responsibilities include:

• Managing a multi-sector workforce and a variety of work situations.
• Establishing and conducting performance appraisals.
• Distributing workload within the team and ensure work assignments are carried out to completion.
• Making decisions on work problems presented by subordinate supervisors, team leaders, or personnel.
• Interpreting, explaining, implementing and enforcing regulations.
• Analyzing and measuring a program’s productivity.
• Researching regulations and operating procedures.
• Analyzing current and future workforce requirements for resource management.
• Establishing criteria to measure and/or predict the attainment of organizational goals and objectives.
• Finding and implementing ways to eliminate or reduce barriers to production and improve business practices.
• Experience sustaining working partnerships with stakeholders, subordinates, peers and superiors.
• Communicating orally and interacting effectively with individuals and groups with diverse backgrounds or levels of understanding and divergent opinions and priorities.
• Providing technical advice and interpretation to management of laws and regulations.
• Implementing ideas for process improvement and quality of work.
• Providing advice to management and program personnel on budgetary and finance issues.
• Maintaining a continuing review of operating and financial programs.
• Operating within a standardized budget.
• Presenting recurring budget updates to management on a routine basis.
• Forecasting service budget, managing and tracking expenditures.
• Evaluating program effectiveness and making recommendations.
• Developing and coordinating internal review systems to ensure compliance with regulatory and inter-agency requirements.
• Developing, evaluating, and modifying organizational structure and systems to achieve program goals.
• Participating in the analysis and interpretation of workload and other data used in resource planning.
• Directing a program with significant resources.
• Identifying methods to improve production or increase the quality of work in the department.
• Performing other duties as assigned.
• Work Schedule: Monday-Friday, 8:00am to 4:30pm PST Recruitment & Relocation Incentives: May be authorized for highly qualified candidates.
• Critical Skills Incentive (CSI): Not approved

Requirements

• You must be a U.S. Citizen to apply for this job To be considered for this position, you must complete all required steps in the process.
• In addition to the application and questionnaire, this position requires an online assessment.
• The online assessment measures critical general competencies required to perform the job.
• Selective Service Registration is required for males born after 12/31/1959 Physical Requirements: The work is primarily sedentary, although some slight physical effort may be required.
• Walking, stooping, and bending is required.
• Work is typically performed in an adequately lighted and climate-controlled office.
• Incumbent is required to travel between two main locations, which are located 70 miles apart, and to two VA Clinics that are located along the Oregon coast.
• 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 identification 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) – See “Required Documents” below for details.
• As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period during which we will evaluate your fitness and whether your continued employment advances the public interest.
• In determining if your employment advances the public interest, we may consider: your performance and conduct; the needs and interests of the agency; whether your continued employment would advance organizational goals of the agency or the Government; and whether your continued employment would advance the efficiency of the Federal service.
• Upon completion of your probationary, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

Education

There is no educational substitution at this grade level.

How You Will Be Evaluated

Your qualifications will be evaluated based on your application materials (e.g., resume, supporting documents), your responses on the application questionnaire, and your responses to all assessments required for this position. You will be assessed on the following competencies (knowledge, skills, abilities, and other characteristics): Accountability Customer Service Decisiveness Flexibility Interpersonal Skills Problem Solving Resilience Your experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week. 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. IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Overstating your qualifications and/or experience in your application materials or application questionnaire may result in your removal from consideration.

Cheating on the online assessment may also result in your removal from consideration. Candidates who apply under “All U.S. Citizens” announcements will be rated and ranked using Category Rating procedures. Qualified candidates will be assigned to a quality category.

The categories are defined as follows: Best qualified – Applicants possessing the type and quality of experience that substantially exceeds the minimum qualifications Very Highly Qualified – Applicants possessing the type and quality of experience that exceeds, to a very considerable extent, the minimum qualifications Highly Qualified – Applicants possessing the type and quality of experience that exceeds, to a considerable extent, the minimum qualifications Well qualified – Applicants possessing the type and quality of experience that marginally exceeds the minimum qualifications of the position and who demonstrate average proficiency in most of the critical competencies Qualified – Applicants possessing the type and quality of experience that meets the minimum qualifications Application of Veterans’ Preference: Category rating and selection procedures place those with veteran’s preference above non-preference eligibles within each category. Preference eligible applicants that meet the eligibility and qualification requirements and who have a compensable service-connected disability of at least 10 percent are listed in the highest quality category (except when the position being filled is scientific or professional at the GS-09 grade level or higher). 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.

Required Documents

IMPORTANT: Please ensure your resume include up-to-date contact information (phone number(s), email address(s), etc.) To apply for this position, you must provide a complete Application Package which includes:

• Resume The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position.
• Please make sure you have included other documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50’s (current/former Federal employees), documentation to support Veterans Preference claims, or ICTAP/CTAP documentation (for displaced Federal employees).
• You will not be contacted for additional information.
• Cover Letter DD-214/ Statement of Service Disability Letter (VA) Other (1) Other (2)
• Resume Separation Notice (RIF) SF-15 SF-50/ Notification of Personnel Action Transcript 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.
• 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.
• It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.
• 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.
• Special Employment Consideration: VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities (i.e., intellectual disabilities, severe physical disabilities, or psychiatric disabilities), and/or disabled veterans with a compensable service-connected disability of 30% or more.
• For more information on how to apply using this appointment authority via the Selective Placement Coordinator within the office, contact the facility Human Resources Department at (541) 440-1000.