Veterans Affairs, Veterans Health Administration Health System Specialist in San Diego, California

  • Duties

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Duties
Summary

OUR*MISSION:* To fulfill President Lincoln’s promise – “To care for him who shall have borne the battle, and for his widow, and his orphan” – by serving and honoring the men and women who are America’s Veterans. How would you like to become a part of a team providing compassionate care to Veterans?

VHA provides patient centered care, delivered by engaged, collaborative teams in an integrated environment that supports learning and continuous improvement. The Veteran’s experience and health outcomes are improved with an emphasis on prevention through healing relationships in an optimal healing environment.

We are seeking new team members interested in working in this environment. We are looking for team members that possess high energy, a strong work ethic, integrity, who are kind and empathetic, have a sense of humor, and who enjoy working for a collaborative, team-oriented system. The team member must be willing to build customer confidence by professional dress and demeanor.

We invite you to apply to become part of a team of professionals engaged in promoting positive organizational change to improve business outcomes and create a positive healthcare experience for patients, families, and caregivers.

VA encourages persons with disabilities to apply.

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

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Responsibilities

The Health Systems Specialist (HSS) reports to the Associate and Assistant Directors and functions as the staff assistant in the Office of the Director at the VA San Diego Healthcare System (VASDHS) providing high level administrative support to the Executive Leadership Team. The position serves as a primary advisor to senior management officials in all areas of health systems management. The HSS is an integral part of the senior management team and participates in operational and strategic planning for the VASDHS. The HSS participates in identifying and resolving a full range of management problems and provides input at assist with complex management deliberations and decisions.

The Health System Specialist will also be responsible for:

  • Aiding the Assistant Director in the oversight of the Community Based Outpatient Clinics (CBOCs) and related performance measures to address the quality, safety, and communication differences between the main La Jolla facility and the CBOCs, ensuring ongoing, real-time learning and improvement to sustain quality of care to Veterans.

  • Managing all contract related communications and duties including agenda review, minutes coverage, annual presentation schedule, and charter updates.

  • Serving as a purchase card-approving official for the Director's office (OOD) to include the Quarterly Audit Report of approved purchases.

  • Working to develop and coordinate newly identified/established committees. Providing support that includes development and/or review of minutes and other meeting documents, identification of action items and subsequent follow-up, SharePoint management, charter reviews/updates, and quarterly reports.

  • Conducting reviews, updates, and creation of Medical Center Memorandums (MCMs).

  • Overseeing the process to ensure MCMs are kept up-to-date.

  • Serving as 90 day delegation reviewer on several OOD fund control points and as the positions, or construction/parking changes, etc.certifying official for Patient Centered Care and other fund control points.

  • Managing the process for all facility-wide communications and notices of one time, short term, or non-permanent to include changes such as new or discontinued programs, major staff

  • Supporting the timely recruitment and hiring of qualified staff by completing multiple recruitment and hiring actions for several high level positions that serve Executive Leadership and the OOD. Coordination of recruitment/hiring actions typically include the following duties: Reclassification and updates to position descriptions; development and submission of recruitment packages to Human Resources (HR); incentive justifications and documentation; coordination of interviews; development of interview questions, rating sheets, and interview scheduling; development and coordination of interview panels and interview scoring grids; submission of all required selection paperwork and interview documentation; development of recruitment/marketing documents about the VASDHS for hard to recruit positions.

  • Reviewing and tracking OOD canteen funding requests and approvals and related activities.

  • Supporting emergency preparedness (assuring uninterrupted provision of medical and hospital services to Veterans) by completing several levels of FEMA Emergency Planner training and serving as a liaison officer in both planned exercises and actual emergencies/disasters.

  • Evaluating and coordinating resolution of multi-stakeholder patient/customer initiated complaints including compiling official complaint responses on behalf of the Director.

  • Developing and/or issuing reports such as those from Office of Inspector General or VA Central Office (VACO).

  • Preparing written reports such as planning initiatives, white papers, Executive Decision Request (EDR) Memorandum for review by Executive Leadership, the VISN Administrative Council, and planning officials in VACO.

  • Manages or facilitates a number of multi-disciplinary groups, initiatives, or projects while serving as a liaison to ELT. Is responsible for coordination, of all aspects of the initiative to include group facilitation, issue resolution, assignment and tracking of action items and follow up to ensure goals are met according to established deadlines.

Work Schedule: Monday - Friday, 8:00am to 4:30pm (Holiday/Weekend work may be required).

Position** Description Title/PD#: 9709

Incentives: May be authorized

Travel Required

Not required

Supervisory status

No

Who May Apply
This job is open to…

Status Candidates (Merit Promotion and VEOA Eligibles)

Questions? This job is open to 2 groups.

  • #### Job family (Series)

0671 Health System Specialist

  • Requirements

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Requirements
Conditions of Employment
  • You must be a U.S. citizen to apply for this job.
  • Subject to a background/suitability investigation.
  • Must meet time in grade restrictions.
  • Must meet eligibility and qualification requirements.
  • Selective Service Registration is required for males born after 12/31/1959.
  • Physical Requirements:The work is sedentary although some slight physical effort may be required. The incumbent's work is generally carried out in an office setting in or near the executive suite at the VA San Diego Healthcare System's "La Jolla" Medical Center. The office space may be shared with other staff from the area and/or with similar duties. On a daily basis, the incumbent travels within the medical center to attend meetings and to observe patient care and administrative activities. Occasionally, the incumbent may be required to travel to a VASDHS outpatient clinic, administrative annex, and other VA Healthcare Systems in VISN 22's geographic area, to include the VISN 22 Network Office in Long Beach, CA.

Time-in-grade: 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. For a GS-13 position you must have served 52 weeks at the

GS-12 level.

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement.

Your resume/application must demonstrate one of the following Individual Occupational Requirements:

  • Completed Undergraduate and Graduate Education: Major study- hospital administration, public health administration, or related fields such as business or public administration with course work in health care administration. (Transcripts required) 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. OR

  • Successful completion of an agency-sponsored on-the-job training program may be substituted for qualifying experience, provided it included a formal individualized training plan. Such a training program must have been conducted in an operating health care system and included: Assignments providing a knowledge of basic health system administration philosophies, practices, and procedures, and basic government administrative policies and requirements; practical assignments providing an opportunity to apply health system administration skills and principles (as the individual progresses, work assignments must be characteristic of the grade level to which he or she is assigned); and oversight by an experienced health system administrator with periodic evaluation of the individual's progress and appropriate adjustment of the training program.

Your resume must also demonstrate the following Specialized Experience:Applicants must have One year of specialized experience equivalent to at least the next lower grade GS-12 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include:

  • Utilizing qualitative and quantitative methods of analysis and assessment to improve administrative and clinical performance.

  • Serving as an advisor to senior management officials by providing recommendations of program and process improvement, and overall planning regarding healthcare delivery and healthcare management of a hospital.

  • Planning, developing, directing and coordinating complex data analyses on a wide range of financial and workload information systems independently.

There is no educational substitution for the 0671 series at the GS-13 level.

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.

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.

PLEASE NOTE:*There is no educational substitution for the GS-13 level in the 0671 series.*

Additional information

The Career Transition Assistance Plan (CTAP) provide eligible displaced VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation and be found well-qualified (have a final rating of 85 or more before any Veterans preference points) for this vacancy. Information on about CTAP eligibility is on OPM's Career Transition Resources website.

Receiving Service Credit for 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.

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."

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

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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.

You will be rated on the following competencies based on your application for this position.

Competency 1 - Knowledge of Department of Veterans Affairs missions, goals, objectives, regulations, directives, procedures, and policies.

C*ompetency 2* - Skill in serving as an advisor to management officials in the field of healthcare delivery and healthcare management.

Competency 3 - Skill in planning, organizing, and directing work.

Competency 4 - Ability to make recommendations utilizing analytical techniques in the interpretation of data and processes.

Competency 5 - Ability to communicate effectively utilizing various channels in order to provide assistance and exchange information.

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 résumé and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect your rating or consideration for employment.

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Background checks and security clearance
Security clearance

Other

  • Required Documents

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Required Documents

NOTE: IF THE REQUIRED DOCUMENTS ARE NOT PROVIDED, YOUR APPLICATION WILL NOT RECEIVE FURTHER CONSIDERATION AND YOU WILL BE RATED AS INELIGIBLE.

Document #1- 3 is required for every applicant and #4 as applicable if using Undergraduate and Graduate Education for the Individual Occupational Requirement.

1. Resume. It must include sufficient experience, knowledge, skills, and abilities, to perform the duties of the specific position for which you are being considered. Therefore, we encourage you to submit a thorough resume that directly relates to this position. Your resume MUST include the following: grade level for each position held (if applicable),the month and year for each position held, and the number of work hours per week.

E.g., GS-0671- 13/02, Health System Specialist, 03/09 - 06/11 (or Present), 40 hrs/week.A full year of work is considered to be 40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities.

2. Responses to the Occupational Questionnaire. If applying online, you will be prompted to respond electronically. If submitting application via fax, you must complete the 1203FX form. 3. SF-50. You MUSTprovide a copy of your latest SF-50, "Notice of Personnel Action” that identifies your position, title, series, grade, step, tenure, position occupied (Competitive or Excepted), and showing that you are a current and permanent employee of the VA San Diego Healthcare System. If you have previously held a higher grade, also submit the SF-50 showing your highest grade held and the timeframes of holding such grade. If you do not have this document, please contact your Human Resources department to receive a copy. 4. Transcripts (If you are using Undergraduate and Graduate Education for Individual Occupational Requirement).Failure to provide transcripts will result in you being rated ineligible for this position. We accept unofficial transcripts, as long as they contain the applicant's name, the name of the school, the date and degree that was awarded, and the list of classes and credits earned. If you are selected an official transcript may be required prior to entry on duty.

Applicants may also submit the following supporting document type(s),which may not be* required for all applicants:*

  • Cover Letter

  • Other Veterans Document

  • SF-15 Application for 10-Point Veteran Preference (available at http://www.opm.gov/forms/pdffill/SF15.pdf).

  • DD-214 (Member-4 copy)

Please use this checklist to ensure you have included other documents required for your application, such as a copy of your transcript (if using education to qualify), documentation to support Veterans Preference claims, or ICTAP/CTAP documentation (for displaced Federal employees). You will not be contacted for additional information.

Veterans' Preference:** When applying for Federal Jobs, eligible Veterans should claim preference on the Occupational Questionnaire in the section provided and provide a legible copy of your DD214(s) and/or documentation related to your active duty service which shows dates of service, character of service (honorable, general, etc.), or 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 Veterans Preference" with required proof as stated on the form. For more information, please visit http://www.fedshirevets.gov/job/vetpref/index.aspx.

*Faxing Applications or Supporting Documents: *You are encouraged to apply online. Applying online will allow you to review and track the status of your application. If you are unable to apply online or unable to upload your supporting documents to your online application, follow the directions located at the following site: Fax Options. The Vacancy ID of the job opportunity announcement is 2011083.

NOTE: If you applied online and your application is complete, do not fax the paper application (1203-FX) as this will overwrite your prior online responses and may result in you being found ineligible.

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

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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.

  • Benefits for federal employees
  • Healthcare insurance
  • Pay and leave

VA offers a comprehensive benefits package. This link provides is an overview of the benefits currently offered: http://www.vacareers.va.gov/why-choose-va/benefits/index.asp.

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.


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 to Apply

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How to Apply

All applicants are encouraged to apply online.

To apply for this position, you must complete the View Occupational Questionnaire and submit the documentation specified in the Required Documents section below.

The complete application package must be submitted by 11:59 PM (EST) on Monday, September 25, 2017 to receive consideration.

  1. To begin, click Apply Online to create a USAJOBS account or log in to your existing account. Follow the prompts to select your USAJOBS resume and/or other supporting documents and complete the occupational questionnaire.

  2. 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.

To verify your application is complete, log into your USAJOBS account, https://my.usajobs.gov/Account/Login, select the Application Status link and then select the more information link for this position. The Details page will display the status of your application, the documentation received and processed, and any correspondence the agency has sent related to this application. Your uploaded documents may take several hours to clear the virus scan process.

To return to an incomplete application, log into your USAJOBS account and click Update Application in the vacancy announcement. You must re-select your resume and/or other documents from your USAJOBS account or your application will be incomplete.

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Agency contact information
VASDHS Human Resources
Phone

(858)552-8585x3401

Email

VASDHSJOBS@VA.GOV

Address

Office of the Director 3350 La Jolla Village Drive San Diego, CA

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Next steps

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. During our review, if your résumé and application package do not support your questionnaire answers, we will adjust your rating accordingly. After the review is complete, a referral certificate(s) is issued and applicants will be notified of their status by email (if provided); otherwise, applicants will receive a notification letter via the U.S. Postal Service. 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.

You may check the status of your application at any time by logging into your USAJOBS account and clicking on “Application Status.” For a more detailed update of your status, click on “more information.” Information regarding applicant notification points can be found in the USAJobs Resource Center.

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  • Fair & Transparent
Fair & Transparent

The Federal hiring process is setup to be fair and transparent. Please read the following guidance.

Equal Employment Opportunity Policy

The United States Government does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor.

  • Equal Employment Opportunity (EEO) office at OPM
  • Office of Equal Opportunity

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Reasonable Accommodation Policy

Federal agencies must provide reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation for any part of the application and hiring process should contact the hiring agency directly. Determinations on requests for reasonable accommodation will be made on a case-by-case basis.

A reasonable accommodation is any change to a job, the work environment, or the way things are usually done that enables an individual with a disability to apply for a job, perform job duties or receive equal access to job benefits.

Under the Rehabilitation Act of 1973, federal agencies must provide reasonable accommodations when:

  • An applicant with a disability needs an accommodation to have an equal opportunity to apply for a job.
  • An employee with a disability needs an accommodation to perform the essential job duties or to gain access to the workplace.
  • An employee with a disability needs an accommodation to receive equal access to benefits, such as details, training, and office-sponsored events.

You can request a reasonable accommodation at any time during the application or hiring process or while on the job. Requests are considered on a case-by-case basis.

Learn more about disability employment and reasonable accommodations or how to contact an agency.

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Legal and regulatory guidance
  • Financial suitability
  • Social security number request
  • Privacy Act
  • Signature and false statements
  • Selective Service
  • New employee probationary period

This job originated on www.usajobs.gov. For the full announcement and to apply, visit www.usajobs.gov/GetJob/ViewDetails/479484400. Only resumes submitted according to the instructions on the job announcement listed at www.usajobs.gov will be considered.

Open & closing dates: 09/15/2017 to 09/25/2017

Salary: $94,707 to $123,117 per year

Pay scale & grade: GS 13

Work schedule: Full-Time - Full Time

Appointment type: Permanent