Health System Specialist

US Department of Veterans Affairs - Murfreesboro, TN

Full-time | Part-time
Duties
Summary
This position is located in the Office of the Health System Director (HSD) at the Tennessee Valley Healthcare System (TVHS), a tertiary care, teaching, and research facility classified as a IA complexity level facility with a budget in excess of $850 million located in VISN 9. TVHS operates two main campuses in Nashville and Murfreesboro, along with many Community Based Outpatient Clinics located throughout Tennessee and southern Kentucky.

Responsibilities
The incumbent serves as a Health Systems Specialist (HSS) to the HSD and is responsible for the administrative and operational functions in support of the Director and subordinate Services (hereafter referred to as the Office). In partnership with Service managers. the incumbent is responsible for the overall daily operation and long-term management of the unit and for assuring the Service supports the demands of a quality health care environment. The position requires working closely with all levels of administrative and technical staff within the Office, and other clinical staff throughout the Medical Center. The incumbent collaborates and works as a member of a cohesive team of professional HSSs to collectively assist Senior Executives and Service Line managers in all aspects of efficient and effective operations.

Responsible for the daily operational aspects of the Office, including consulting. directing and leadership of all professional, technical, administrative and clerical employees.
Responsible for the development, planning, coordinating and directing of administrative technical functions within the Office.
Provides full and complete staff assistance to the HSD and other Office managers as required on all issues regarding budget, finance, human resource management, education, training, research, goal setting, tracking and reporting. organizational analysis, problem solving, and administrative programs or requirements.
Implements the primary goals of the TVHS Services, setting the direction and overlay for administrative issues and areas, and to support the mission of the facilities within VISN 9.
Provides a keen insight in a variety of operational management issues of TVHS and integrates this understanding into the development and implementation of programs.
Provides full and thorough review, analysis and evaluation of programmatic activities and development, service/selection workload, staffing, resource utilization, operations and budget management within the changing milieu of TVHS, VISN 9, and Veterans Affairs.
Develops necessary tools required to collect/evaluate data and information into reports, tables, charts and graphs. The incumbent reviews subject matter and provides a concise analysis to the Executive Staff and TVHS Service managers as needed.
Establishes, in concert with TVHS Service managers and other HSSs, both long term and short term plans, policies and procedures, assuring that administrative and clinical programs are integrated in order to provide high quality patient care with optimal resource utilization.
Ensures that an effective controlled substances inspection system is in place, in full compliance and maintains accountability of controlled substances for the Department of Veterans Affairs Tennessee Valley Healthcare System.
Ensures required inspections are completed in each area that stores controlled substances each month.
Ensures all new Controlled Substance Inspectors complete the required Controlled Substance-Drug Diversion Inspection Certification course prior to participation in the inspection program.
Provides Controlled Substance Inspectors local orientation and ensure initial certification training provided is documented in TMS and Competency assessments are documented annually.
Ensures Inspectors conduct monthly, unannounced controlled substance inspections of the Pharmacy's vault(s) inpatient and outpatient working stocks, all units, research, emergency carts, pharmaceutical caches, and CBOCs where controlled substances are stored.
Confirms that inspectors verify source data to detect potential diversion.
Provides a monthly summary of findings (including discrepancies) to the Medical Center Director and report all unresolved discrepancies to the Medical Center for further investigation.
Ensures complaints relating to possible diversion activities are recorded by the patient advocate and are summarized for review in the Controlled Substances Monthly Report.
Provides a "Quarterly Trends Report" to the Medical Center summarizing any identified discrepancies, problematic trends, and potential areas for improvement.
Travel Required
50% or less - Travel between campuses and satellite locations will be required. Travel 25% - 50% of the time (up to 2 days a week in Nashville).

Supervisory status
No

Promotion Potential
11

Job family (Series)
0671 Health System Specialist

Requirements

Requirements
Conditions of Employment
You must be a U.S. Citizen to apply for this job
Designated and/or random drug testing may be required
Selective Service Registration is required for males born after 12/31/1959
You may be required to serve a probationary period
Subject to background/security investigation
Selected applicants will be required to complete an online onboarding process
You must meet the time-in-grade requirement by the closing date of the announcement
VA Interchange: If you are in a Hybrid occupation (i.e. Medical Support Assistant) you must meet the requirements for interchange to be considered for a position in the competitive service. What this means to you the applicant that is currently in a VA Hybrid occupation is that you must 1. Be currently serving under an appointment without time limit; AND 2. Be currently serving in a position covered by the interchange agreement (Covers employees who occupy VA medical or medical-related positions and were appointed under Title 38 U.S.C. 7401(1) or Hybrid 7401(3)); AND 3. Have served continuously for at least 1 year under Title 38 U.S.C. 7401(1) or Hybrid 7401(3)). NOTE: IF YOU ARE ON A TITLE 38 OR HYBRID TITLE 38 APPOINTMENT AND DO NOT SUBMIT DOCUMENTATION TO SHOW THAT YOU MEET THIS REQUIREMENT YOU WILL NOT BE REFERRED FOR CONSIDERATION.

Work Schedule: Administrative day tour, Monday - Friday 8:00am to 4:30pm
Virtual: This is not a virtual position.
Position Description/PD#: Health System Specialist/70516-O
Relocation/Recruitment Incentives: Not authorized
Financial Disclosure Report: Not required

Physical Demands: Most of the work performed is sedentary in nature. It sometimes involves the transporting or carrying of dictating equipment, case files, training materials and program related items. Physical demands routinely required are standing, sitting for extended periods while accessing or inputting data in a computer system, bending, and walking.

Work Environment: The work generally performed is in an office setting or occasional visits to the facility's worksites. The work environment is occasionally involves routine increased risks of discomfort, which requires ordinary safety precautions appropriate to an office or conference room setting. Regular work is performed in a clean, well-lighted with no more than everyday risks or discomforts.
Qualifications
To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/08/2019.

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC IN PROVIDING EVIDENCE OF YOUR EXPERIENCE/EDUCATION AS IT RELATES TO THE SPECIALIZED EXPERICENE REQUIRED OF THE ANNOUNCED POSITION. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE.

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.

***This position has an individual occupational requirement. To qualify, you must meet one of the following in addition to the specialized experience.***
Undergraduate and Graduate Experience: Major study - hospital administration, public health administration, or related fields such as business or public administration with course work in health care administration OR
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: Missions, organizations, programs, and requirements of health care delivery systems;Regulations and standards of various regulatory and credentialing groups; and Government-wide, agency, and facility systems and requirements in various administrative areas such as budget, personnel, and procurement.

In addition to the above, you may qualify based on your experience/education as described below:

GS-09 Qualifications:
Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-7 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Progressively analytical or administrative, or clinical management or supervisory experience in the healthcare field that may have been performed in an operating healthcare facility or a higher organizational echelon with advisory or directional authority over such facilities; Knowledge of clinical practices and medical care terminology in order to communicate effectively with staff and top management, and to understand the objectives, organization, and procedures of a complex healthcare organization.

NOTE: 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. OR
Education. Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a Master's or equivalent graduate degree. OR 2 full years of progressively higher level graduate education leading to such a degree, OR possess a related LL.B. or J.D. Major study - hospital administration, public health administration, or related fields such as business or public administration with course work in health care administration.
Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education.

GS-11 Qualifications:
Specialized Experience at the GS-09: You must have one year of specialized experience equivalent to at least the next lower grade GS-11 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Expert level knowledge of health care management and program analysis principles, techniques and procedures; continuous quality improvement; data analysis; healthcare principles, theories and practices; budgeting, planning, administration, or other key administrative support functions; sufficient to analyze and evaluate broad and difficult problems associated with a patient-centered ambulatory care system, apply extensive qualitative and/or quantitative methods for program/system improvement, and make recommendations for complicated solutions; and in order to prepare long and short-range operational management projections and guidance for the facility which may have nationwide impact, in accordance with VHA's program policies and objectives.

NOTE: 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 OR
Education. Ph.D. or equivalent doctoral degree or 3 full years of progressively higher level graduate education leading to such a degree. Major study - hospital administration, public health administration, or related fields such as business or public administration with course work in health care administration.
Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education.
IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC IN PROVIDING EVIDENCE OF YOUR EXPERIENCE/EDUCATION AS IT RELATES TO THE SPECIALIZED EXPERICENE REQUIRED OF THE ANNOUNCED POSITION. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE.

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.

You will be rated on the following Competencies for this position:
Attention to Detail
Decision Making
Influencing/Negotiating
Problem Solving
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.

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: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.

Additional information
VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process.

Receiving Service Credit or Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed.

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. Contact the Agency Contact for information on how to apply under this appointment authority via the Selective Placement Coordinator.

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/.

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.

This job opportunity announcement may be used to fill additional vacancies.

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.

For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document.

If you are unable to apply online view the following link for information regarding an Alternate Application.

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.

Background checks and security clearance
Security clearance
Other

Drug test required
No

Position sensitivity and risk
Non-sensitive (NS)/Low Risk

Trust determination process
Suitability/Fitness

Required Documents

Required Documents
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 use this checklist to 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.
Resume
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 http://www.fedshirevets.gov/job/vetpref/index.aspx.
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.

Benefits

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. Learn 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.