Summary The Primary Purpose of the Position: To provide support to the Chief of Patient Administration Service in managing the Service's operations and functions. Analyzes administrative operations and functions, human resources, space, equipment, and/or other office support requirements. The Organizational Location of the Position is: Administrative Section, Office of the Chief, Patient Administrative Service, VA Health Care System, Dallas, TX. Responsibilities Duties include but are not limited to: Administrative Management Conducts staffing studies and organizational audits. Analyzes study results and audit findings. Prepares reports, correspondence and other documents. Makes recommendations for the improvement of operations and functions such as develops new, reorganizes or modifies existing organizational units/structures and processes. Advises, instructs, and consults with problem elements/organizational units. Personnel and Management Functions Initiates personnel actions, maintains personnel-related records, establishes performance standards/ competencies, recommends performance ratings, writes position descriptions, provides human resource advisory services to managers, and handles matters involving recruitment, promotion, awards, position classification, training, counseling, disciplinary actions, grievances, etc. Budgeting/Financial/Resource Management Work Analyzes the service's financial requirements. Reviews organizational units' budget submissions, manages fund control point usage, and manages personnel and space issues. Presents total resource picture and recommendations to the Chief of Staff and to higher management. Maintains awareness of and information about the overall status of financial resources in order to react to changing situations with timely recommendations. Procurement/Contracting Manages procurement and contracting for Service. Ensures contract approvals and funding obligations are obtained. Works with Contractors, prepares statements of work, and maintains all contracting records for the Service. Reviews all contract proposals and agreements to assure accurate budgetary, personnel and administrative arrangements. Provides advice to Service staff on contracting and procurement policies and issues. Supplies, Equipment, Space and Material Manages the overall supply needs, services, and materiel requirements for the Service. Conducts inventory of Service equipment and property. Documents discrepancies and resolves errors and/or missing items. Prepares recommendations to resolve property utilization issues and assures economical and efficient use of equipment and property. Disposes of unused, obsolete; or excess equipment. Reconciles and administers Service Equipment Inventory List (EIL) accounts. Plans and executes office moves, coordinating the logistics with engineering and information technology services. Serves on and attends various committee meetings such as Functional Committees, adhoc Committees, multidisciplinary team conferences, the Leadership Executive Board, Construction/Space Committee, and Emergency Preparedness Task Force. Develops, implements and reviews the Emergency Preparedness Plan for Service. Ensures the development, implementation, and maintenance of GEMS requirements in accordance with VHA and Medical Center policy. Develops and implements SERVICE environmental policies, procedures, and systems. Work Schedule: Monday - Friday, 7:30am to 4:00pm Virtual: This is not a virtual position. Position Description/PD#: Health System Specialist/PD081940 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized 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/trial period 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 (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued dentification 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) Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 07/18/2025. 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. This occupational series has an Individual Occupational Requirement (IOR). An IOR is a basic requirement that must be met in order to qualify for entry into this job series, and it is something that can't be waived. The Individual Occupational Requirement for the Health System Specialist position is: 1. Undergraduate or graduate education with a major study in hospital administration, public health administration, or related fields such as business or public administration with course work in health care administration. OR 2. Specialized experience including 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. Special Provision for in-service Placement: 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. AND, 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-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: CREATIVE THINKING: Gathers and analyzes statistical data, trending studies, and personal observation and prepares reports, correspondence, and other documents; CUSTOMER SERVICE: Demonstrates the ability to work effectively with others and provides the customer with consistent information per established policies and procedures.; TECHNICAL COMPETENCE: Develops written policy statements based on governing regulations, standards, and Joint Commission requirements; and BUDGET AMISNITRATION: Allocates to control funds points, and/or manages procurement and contracting for the service. You will be rated on the following Competencies for this position: Creative Thinking Customer Service Technical Competence Budget Administration 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. Some work may require movement between offices, hospitals, warehouses, and similar areas for meetings and to conduct work. Work may also require walking/standing, in conjunctions with travel to and attendance at meetings and/or conferences away from the work site. Incumbent may carry and lift light items weighing less than 15 pounds. 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 *Educational substitution is only applicable to meet the required Individual Occupational Requirement.* A transcript must be submitted with your application if you are basing all or part of your qualifications on education. Beyond the Individual Occupational Requirement: There is no educational substitution at this grade level. Note: If your school has changed names, or is no longer in existence, you must provide this information in your application. 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. 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. 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.