What are the responsibilities and job description for the Medical Administration Special (Supervisory) position at VA Connecticut Healthcare System?
This position is located within the Business Office of the VA Connecticut Healthcare System (VACHS). VAHCS consists of the West Haven campus (tertiary care facility classified as a Clinical Referral Level One Facility), the Newington campus (ambulatory care center that provides primary and specialty care), and six community-based outpatient clinics located in Danbury, New London, Stamford, Waterbury, Willimantic, and Winsted.
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-12 position you must have served 52 weeks at the GS-11. 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 must qualify based on your experience as described below:GS-12 Grade Requirements
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/.
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: Work is mainly sedentary. Travel is necessary. There may be some walking, standing, bending, carrying/traveling with items such as books and portable laptop. The work is usually performed in an office environment, meeting rooms or similar settings. Travel involves the normal risks and discomforts of automobile, bus, rail or air transportation.
Work Conditions: Work is performed in a medical center (integrated healthcare delivery environment) and involves regular and recurring rises of exposure to contagious disease, noise and heat and humidity.
Duties include, but may not be limited to the following:
Program Oversight and Administration: Serves as the Scheduling and Communications Manager by advising the Chief of the Business Office and others concerning all outpatient scheduling oversight and telephone operator functions. The incumbent analyzes data generated from a variety of sources (e.g. VSSC, Pyramid, Corporate data warehouse, VISTA, Austin data files), to identify and report by section, clinic or other location implementation of significant process changes and adherence to the systems re-design principles.
Resource and Performance Management: Directly responsible for the personnel management and program management of Scheduling and Communication Manager duties and responsibilities of frontline or subordinate supervisory staff. Specifically, this involves planning, directing, completing, and controlling assigned projects, as well as ensuring compliance with VHA directives, handbooks, etc. in carrying out scheduling and telephone operator section activities.
Business Cycle Support, Budget Administration and Other Resource Management :Evaluates past expenditures and perceives immediate and long-term requirements and their budgetary impact, coordinates staff input and prepares budget requests accordingly. Monitors expenditures and proposes reallocation of funds based on shifting facility needs. Responsible for proactively pursuing ideas for possible revenue generation in connection with scheduling operations efforts.
Telework: Per Supervisory Discretion
Virtual: This is not a virtual position.
Position Description/PD#: Medical Administration Special (Supervisory)/PD041760
Relocation/Recruitment Incentives: Not Authorized.
Critical Skills Incentive (CSI): Not Approved.
Permanent Change of Station (PCS): Not Authorized.
Notifications:
Qualifications:
To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 06/12/2026.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-12 position you must have served 52 weeks at the GS-11. 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 must qualify based on your experience as described below:GS-12 Grade Requirements
- 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: Planning, directing, budgeting and managing the integration of administrative systems. Providing managerial oversight with a full range of supervisory responsibilities for subordinate supervisors and staff, and related Business Office Service functions including recruitment of staff, policy development, directing/reviewing the work of subordinate employees, employee training/development, evaluating work, employee performance and budget development and management, Responsible for directing scheduling operations planning efforts, development activities to include education, deployment and sustainment of access to care initiatives which impact access to care, scheduling efficiency, revenue enhancement, retention of managed lives (Veteran enrollees), cost containment and oversight of the telephone operator section.
- The scope of duties includes, but is not limited to, resource management, data management, operational planning, and position management of scheduling support staff for a multidisciplinary and multi-site health care system, has final administrative decision-making authority, responsibility and accountability on issues affecting scheduling service delivery, primarily focused on the administrative operations of all scheduling services, collaborates with operations and service chiefs to ensure all VACO, VISN, and VA Connecticut Executive Leadership's integrated goals and priorities are met, will also work closely with peers in other areas to meet their needs as internal customers and the needs of external customers as well, must be knowledgeable of overall VISN and health care system goals, missions and priorities to assure a positive impact on other programs and resources.
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/.
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: Work is mainly sedentary. Travel is necessary. There may be some walking, standing, bending, carrying/traveling with items such as books and portable laptop. The work is usually performed in an office environment, meeting rooms or similar settings. Travel involves the normal risks and discomforts of automobile, bus, rail or air transportation.
Work Conditions: Work is performed in a medical center (integrated healthcare delivery environment) and involves regular and recurring rises of exposure to contagious disease, noise and heat and humidity.
Responsibilities:
The incumbent serves as the Communications Business Manager (CBM) and is responsible for directing scheduling operations planning efforts, development activities to include education, deployment and sustainment of access to care initiatives which impact access to care, scheduling efficiency, revenue enhancement, retention of managed lives (Veteran enrollees), cost containment and oversight of the telephone operator section.Duties include, but may not be limited to the following:
Program Oversight and Administration: Serves as the Scheduling and Communications Manager by advising the Chief of the Business Office and others concerning all outpatient scheduling oversight and telephone operator functions. The incumbent analyzes data generated from a variety of sources (e.g. VSSC, Pyramid, Corporate data warehouse, VISTA, Austin data files), to identify and report by section, clinic or other location implementation of significant process changes and adherence to the systems re-design principles.
Resource and Performance Management: Directly responsible for the personnel management and program management of Scheduling and Communication Manager duties and responsibilities of frontline or subordinate supervisory staff. Specifically, this involves planning, directing, completing, and controlling assigned projects, as well as ensuring compliance with VHA directives, handbooks, etc. in carrying out scheduling and telephone operator section activities.
Business Cycle Support, Budget Administration and Other Resource Management :Evaluates past expenditures and perceives immediate and long-term requirements and their budgetary impact, coordinates staff input and prepares budget requests accordingly. Monitors expenditures and proposes reallocation of funds based on shifting facility needs. Responsible for proactively pursuing ideas for possible revenue generation in connection with scheduling operations efforts.
- Ability to systematically structure one's own activities and the activities of others to achieve effective management and outcomes.
- Knowledge and understanding of the relationship between clinical program development/operations, resource management, consumer affairs, and internal/external review programs; and their relationship to planning in order to advise the facility executive leadership on comprehensive clinical operations and group practice issues
- Knowledge of governmental healthcare fiscal regulations and reporting requirements, including Medicare, Managed Care, and contract requirements Decision Making.
- The ability to resolve multi-dimensional problems which cross-organizational lines. Identifying and assessing complete impact of a proposal before implementation to avoid unexpected outcomes.
- Ability to establish and maintain communications with internal and external groups and individuals, which include Presenting information clearly and effectively to groups of individuals both inside and outside the organizations.
- Program Management Knowledge of the general principles and practices of resource management, scheduling operations, and Lean Six Sigma tools deployment.
- Knowledge of the operation of a health care organization or system and of the principles and practices of heath care management.
- Responsible for the assignment of work, leave approval, developing performance standards, rating employees, planning, resolving complaints, program direction, coordination of work, and recommending disciplinary actions of approximately
Telework: Per Supervisory Discretion
Virtual: This is not a virtual position.
Position Description/PD#: Medical Administration Special (Supervisory)/PD041760
Relocation/Recruitment Incentives: Not Authorized.
Critical Skills Incentive (CSI): Not Approved.
Permanent Change of Station (PCS): Not Authorized.
Notifications:
- This position is not a Bargaining Unit position
- Position is in the Competitive Service.
- Veterans' Preference does not apply for internal or other current permanent Federal agency employees.
- Interchange Agreements with Other Merit System: Employees who occupy medical or medical-related positions and were appointed under 38 U.S.C. 4701(1) or (3) [formerly 38 U.S.C. 4104 (1) and (3)] must be serving in a full-time position without time limit and have served continuously for at least one year in this other merit system to be eligible to convert to the Title 5 System. Some exceptions to this rule may apply if you have previously acquired tenure under a Title 5 appointment.
- Current Federal employees must submit copies of their most recent SF-50, (Notice of Personnel Action). The SF-50 must identify the position title, series, grade, step, tenure and type of service (Competitive or Excepted). In some cases, more than one SF-50 may be required to show a higher grade previously held.
Salary : $105,481