Summary This position is located at VA Augusta Health Care System and works under the general supervision of the Chief, Health Administration Service (HAS). The Supervisory Program Specialist is the supervisor manager responsible for all administrative functions related to Eligibility & Enrollment, Registration, Emergency Department scheduling, Decedent Affairs/Patient Funds/State Home programs, and NEAR Coordination. Responsibilities Duties include but not limited to: Supervisory Duties: Responsible for the daily supervision of staff, which consists of Medical Support Assistants, Health Benefits Advisors, and Decedent Affairs Specialists with grades ranging from GS-6 to GS-8 Provides administrative assistance to providers and works closely with the clinical staff to provide efficient coordination of care Responsible for completing all administrative duties associated with the delivery of administrative business functions that get Veterans timely access to VA healthcare Keeps the Chief, Health Administration Service advised of any needs or problems Identifies and works to resolve any conflicts/problems at the lowest level possible Works closely with all internal or external stakeholders to assure that efficient and quality services are rendered Responsible for organizing and scheduling all mandatory training of the administrative personnel First line supervisory responsibilities include setting performance standards, evaluations, initiating action on disciplinary matters, awards, labor relations, and approval of leave schedules Reviews work in progress or upon completion and spot checks work as deemed necessary to assess the quality of work produced by each employee Evaluates and writes performance appraisals and provides feedback to employee concerning their performance Recommends promotions, reassignments or other status changes of assigned personnel Develops and updates position descriptions and functional statements as needed Approves or disapproves leave requests and recommends action in unusual cases Inspects work area for physical hazards, unsafe conditions and takes corrective action immediately Assures that facility safety plan is maintained, updated, and reviewed by all employees Officially designated as the medical center's NEAR Coordinator, Enrollment Coordinator, and MPI Coordinator, and ensures those sub-system's success Administrative Duties: Assures medical record processing is done in accordance with established time frames Applies a comprehensive knowledge of all service activities and operations Keeps both subordinate employees and facility leadership up-to-date concerning appropriate administrative regulations Analyzes, interprets and implements regulations accurately to reflect regulations and policies Develops training material for benefit seminars for in-hospital clinics Proactively reviews reports and data to identify administrative program outliers or barriers are addressed before they become an impact to Veterans and assures that staff distributes any incomplete encounter errors to the appropriate providers to process Ensures that staff perform all functions related to enrollment process, gathering insurance information, and provide Emergency Department scheduling support Conducts special duties for identifying opportunities to improve customer service and process quality May be called upon to supervise irregular tour staff or coordinate overcoming complex administrative hurdles Work Schedule: 8:00a - 4:30pm - Monday - Friday; subject to change depending on the needs of the agency. Virtual: This is not a virtual position. Position Description/PD#: Supervisory Program Specialist/PD09884A Relocation/Recruitment Incentives: Not authorized Critical Skills Incentive (CSI): Not authorized Permanent Change of Station (PCS): Not authorized Financial Disclosure Report: Not required Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job 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 Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 09/23/2024. 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 within 45 days of the closing date of this announcement. For a GS-09 position you must have served 52 weeks at the GS-07. 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 your most recent non-award 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 non-award SF-50 that clearly demonstrates one year time-in-grade. 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-07 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: budget experience, purchases and contracts, performing administrative functions, data entry and preparing reports. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for the GS-09 grade level you must have master's or equivalent graduate degree OR two full years of progressively higher level graduate education leading to such a degree OR LL.B. or J.D., if related. Such education must demonstrate the knowledge, skills, and abilities necessary to perform the work. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond 18 semester hours. To calculate, first identify the percentage of required education you have earned (when substituting, you cannot use the first year or 18 semester hours of graduate level education). Preferred Experience: The ideal candidate should have advanced knowledge about Veterans Affairs programs & systems related to NEAR/Enrollment Coordination programs, patient registration, eligibility, enrollment, Decedent Affairs, Patient Funds, Administrative Officer of the Day (AOD), inpatient/outpatient scheduling, State Home Per Diem, or other VA-supervisory scheduling experiences. Developing and setting performance standards, staff evaluations, initiating actions on disciplinary matters/awards/labor-relations, leave, and staff schedules. You will be rated on the following Competencies for this position: Administration and Management Change Management Decision Making Decisiveness Influencing/Negotiating 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. Physical Requirements: The work is sedentary in nature but may require extended periods of standing or walking. Physical demands on the incumbent consist of walking, bending, standing. Incumbent is required to wear personal protective equipment when appropriate. When performing administrative functions, work is performed both indoors in an office setting and outdoors when attending committal services during any kind of weather conditions. 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 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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/. Additional Information 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. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. 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/. This job opportunity announcement may be used to fill additional vacancies. If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement.