Medical Administration Officer

Summary This position is located at the Erie VA Medical Center (Erie VAMC) and is under the supervision of the Associate Director. The Erie VAMC is a 60-bed, Level 3 facility including services in the Community Living Center (CLC), Acute Care, and Psychosocial Residential Rehabilitation Treatment Program (PRRTP}. Incumbent is responsible for managing staff and resources to accomplish the goals and objectives of the Health Administrative Service and is responsible for all activities performed.. Responsibilities Work Schedule: Monday - Friday 8:00am - 4:30pm Position Description/PD#: Medical Administration Officer/PD562-068570 Major Duties Include but not limited to: Administrative and technical responsibility for the planning, organizing, directing, and managing wide variety of technical, administrative, management functions and processes for HAS. Provides expert guidance to the Executive Leadership Team as well as consultative and support services to product lines throughout the facilities. Skill in management, planning, organizing, and negotiation is required for the fulfillment of responsibilities. This broad and diverse management program includes Health Information Management, Release of Information and Document Management, Medical Records Compliance & Processing, Cancer Registry Management, VERA, Eligibility and Enrollment, Healthcare Administrative Officers of the Day and Program Application as well as responsibilities for all Care in the Community (CITC} programs with a budget of more than $125 million which equates to approximately 40% of the Erie VAMC's total operating budget. Provides oversight and guidance on technical and complex administrative issues involving eligibility, scheduling, Veteran transportation, registration, community patient care appointments, workload, medical records issues, Release of Information, Records Management, Beneficiary Travel, Decedent Affairs, VERA, Care in the Community, and many other areas necessary to provide administrative support to the clinical services and patients. Provides leadership in areas of patient administration such as the Benefits, HIMS, and Revenue Generation (VERA, 1st party, and 3rd party reimbursement as related to Community Care). These entail functions specifically related to: Enrollment and Eligibility, Veterans Transportation Service/Beneficiary Travel, Lodging, Veterans Equitable Resource Allocation (VERA), Release of Information, Transcription, Data Capture, the Chiefs responsibilities also include the after-hours leadership through the Administrative Officer of the Day, who acts as the primary administrative decision maker in the absence of the Medical Center Director. Analyzes inter-related issues of effectiveness, efficiency, and productivity of substantive mission-oriented programs within the HAS. Responsible for the development of both long and short-range policies and plans for the organization by coordinating the medical administration needs of the medical center. Works closely with Executive Leadership in planning, strategizing, formulating policies and resolving any issues related to Health Administration Service. Serves as a medical center Subject Matter Expert on several subjects within the medical administration domain. Incumbent provides leadership to his/her subordinate staff; ensures staff and higher-level management as well as customers are informed about significant matters; develops good working relationships with internal and external customers and ensures that work products are acceptable and timely through monitoring and auditing of the work products. Develops guidelines for data compatibility, consistency, and monitoring for compliance to improve the quality of clinical, financial and administrative data. Incumbent interprets new and ever-changing guidance and directives that directly and /or indirectly impact Health Administration Service. In the event the new directives require a change in processes, incumbent develops and executes viable action plans. Incumbent is the Subject Matter Expert for all medical administrative issues and provides valuable guidance to the Executive Leadership team. Incumbent directly supervises several subordinate supervisory and non-supervisory positions. The incumbent, through subordinate supervisors and leaders, supervises employees assigned to HAS. Incumbent is responsible for planning work to be accomplished by his subordinates, setting priorities, and establishing deadlines for completion of work. Incumbent is responsible for evaluating the performance of his subordinates. Incumbent interviews candidates for position in the unit; recommends appointments, promotions, or reassignments. Leads the analysis and interpretation of workload and other data used in resource planning. Plans and schedules ongoing production-oriented work on a monthly, quarterly and annual basis, or direct assignments of similar duration. Discusses, investigates and responds to employee grievances and dissatisfactions to resolve conflicts. Compressed/Flexible: Not authorized Telework: This position may be authorized for ad-hoc telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. 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 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 required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment. A pre-placement physical examination is not required. 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 ( 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) As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period or 2-year trial 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 period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 09/08/2026. 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-13 position you must have served 52 weeks at the GS-12. 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. Selective Placement Factor: Experience in Health Administration You may qualify based on your experience as described below: Specialized Experience: You 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, but are not limited to: Act as Subject Matter Expert for all medical administrative issues and provides valuable guidance to the Executive Leadership team. Provides oversight and guidance on technical and complex administrative issues. Develop short- and long-term strategic goals for the service. Plan, organize, direct, and manage wide variety of technical, administrative, management functions and processes. Directly supervise subordinate supervisory and non-supervisory positions. Plan work to be accomplished by subordinates, set priorities, and establish deadlines for completion of work. Evaluate the performance of subordinates. Works closely with Executive Leadership in planning, strategizing, formulating policies and resolving any issues related to Health Administration Service.. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at Education There is no educational substitution at this grade level. Additional Information Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act. Reasonable Accommodation (RA) Requests: If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application. Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case-by-case basis. If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision. You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments if you received the link after the close of the announcement. To determine if you need a RA, please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments. 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. 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. This job opportunity announcement may be used to fill additional vacancies. The Interagency Career Transition Assistance Plan (ICTAP) and 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 (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 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.