Clinical Administrative Specialist

Summary

The Clinical Administrative Specialist position within Medicine Specialty Service is located at John Cochran Medical Center in VA Saint Louis Health Care System. The purpose of this position is to serve as the primary analyst and subject matter expert for data analysis and performance measurement within Medicine service.

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Duties

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The Clinical Administrative Specialist position within Medicine Specialty Service is located at John Cochran Medical Center in VA Saint Louis Health Care System. The purpose of this position is to serve as the primary analyst and subject matter expert for data analysis and performance measurement within Medicine service.

Duties include, but are not limited to:

1. Manages interrelationships with internal organizational elements/services; maintains communication with service lines, Directors, and mid-level managers; maintains service line agreements to minimize obstructions to patient care.
2. Serves as primary analyst for Medicine Service; designs analytical frameworks, identifies metrics, validates data integrity, detects anomalies, and produces programmatic recommendations to inform staffing, resource allocation, and program restructuring decisions.
3. Manages administrative action requests including data pulls, controlled correspondence, and local, VISN 15, or National suspense items; ensures accuracy, professionalism, and compliance with organizational formats.
4. Ensures administrative and regulatory requirements are met; reviews and interprets directives, handbooks, policies, and regulations for impact on program objectives and work operations.
5. Participates on Health Care System committees and groups; represents the Service Line and provides knowledge of work processes and organizational activities related to topics under consideration.
6. Conducts reviews to address systems issues; develops findings and recommendations as basis for future planning, redesigning, and controlling day-to-day operations to improve production and quality of work.
7. Leads data collection and analysis efforts using VSSC, DSS, ProClarity, Sail report, and VISN 15 databanks; applies systems redesign philosophy to identify best practices and performance gaps in relation to VHA metrics.
8. Maintains historical and projected workload data for tracking and planning; assures systems are in place to properly capture workload and maximize reimbursement.
9. Manages VistA software package for Medicine Service; orients clinical providers to CPRS; coordinates with IRM, CACs, and ADPACs to resolve conflicts and ensure smooth system operations.
10. Provides direct training and technical support on hardware, software, and networking; troubleshoots operating problems; coordinates with IRM to implement, modify, and troubleshoot VistA systems.
11. Processes all Medicine Service staff including medical students, residents, and permanent employees; works with education coordinator to ensure efficient onboarding; maintains TMS access and serves as SME for end users.
12. Maintains all aspects of the medical record and documentation within Medicine Service including records control, consult management, encounter management, workload capture, and resident supervision; monitors compliance with VA, VHA, and accreditation body regulations.

Work Schedule: Mon-Fri 7:00 a.m. - 3:30 p.m. Schedule is subject to change based on the needs of the healthcare system.

Telework: Ad hoc per agency policy.

Virtual: This is not a virtual position.

Position Description/PD#: Clinical Administrative Specialist/ PD10557-0

Relocation/Recruitment Incentives: Not authorized.

Critical Skills Incentive (CSI): Not approved.

Permanent Change of Station (PCS): Not authorized.

Requirements

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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 is mostly sedentary; however, there is a certain amount of mobility (walking/standing)
  associated with this position to physically visit, for observation, problem solving or investigative purposes, the site locations of users. 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-11 position you must have served 52 weeks at the GS-9. 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:

• Specialized Experience: 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: Manages interrelationships with internal organizational elements/services, maintaining ongoing communication with other service lines, leadership, and mid-level managers to coordinate onboarding, credentialing, system access, and clinical data sharing across the service. Applies advanced analytical techniques - including trend analysis, statistical validation, anomaly detection, and forecasting- using data portals such as VSSC, Power Bl, and VistA, supplemented by Al-assisted tools to identify patterns and reconcile discrepancies across data sources. Builds dashboards and custom queries to extract key performance metrics, including clinic utilization, appointment access and wait times, provider productivity, and encounter volume, and compiles morbidity trend data to support leadership's clinical and programmatic decision-making. Translates complex datasets into actionable insights that directly inform staffing adjustments, resource allocation, and program restructuring decisions. Analyzes provider grid data to identify overlapping or misaligned schedules that distort clinic utilization and access-to-care metrics, translating this into specific recommendations - such as reallocating provider FTE, adjusting clinic templates, or restructuring staffing coverage - to correct the distortion and improve access. Evaluates errors or skewed data, determines root causes, and develops corrective action plans. analyzes productivity, bookability, and utilization data,
  drawing from sources such as VSSC reports, VistA scheduling, Power Bl dashboards, and provider grids.

OR,

• Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 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. One year of full-time graduate education is considered to be the number of credit hours that the school attended has determined to represent 1 year of full-time study. If that information cannot be obtained from the school, 18 semester hours should be considered as satisfying the 1 year of full-time study requirement. Education at the graduate level must be from an accredited college or university. Such education must demonstrate the knowledge, skills, and abilities necessary to do the work.

OR,

• Combination: Applicants may also combine education and specialized experience to qualify at this level. You must have an combination of specialized experience and education as follows: 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. One year of full-time graduate education is considered to be the number of credit hours that the school attended has determined to represent 1 year of full-time study. If that information cannot be obtained from the school, 18 semester hours should be considered as satisfying the 1 year of full-time study requirement. Education at the graduate level must be from an accredited college or university. Such education must demonstrate the knowledge, skills, and abilities necessary to do the work.

The full performance level of this position is GS-11.

For more information on these qualification standards, please visit the United States Office of Personnel Management's website at

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: 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:

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

Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution.

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