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..

Duties

• 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

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 https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/.

Requirements

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 (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). 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.

Education

There is no educational substitution at this grade level.

How to apply

Please read the entire announcement and all the instructions before you begin an application. To apply for this position, you must complete the initial online application, to include the initial online questionnaire and submission of the required documentation specified in the How to Apply and Required Documents section. The complete application package must be submitted by 11:59 PM (ET) on the closing date of the announcement to receive consideration. To preview the application questionnaire, click https://apply.usastaffing.gov/ViewQuestionnaire/13044602. The application process is as follows: To begin, click Apply Online to create a USA JOBS account or log in to your existing account. Follow the prompts to select your USA JOBS resume and/or other supporting documents. Answer the questions presented in the application and attach all necessary supporting documentation. Click the Submit Application button prior to 11:59 PM (ET) on the announcement closing date, 09/08/2026. If you are required to complete any USA Hire Assessments, you will be notified after submitting your application. The notification will be provided in your application submission screen and via email. The notification will include your unique assessment access link to the USA Hire system and the completion deadline. Additionally, in USAJOBS you can click "Track this application" to return to your assessment completion notice. Access USA Hire using your unique assessment link. Access is granted through your USAJOBS login credentials. Review all instructions prior to beginning your assessments. You will have the opportunity to request a testing accommodation before beginning the assessments should you have a disability covered under the Rehabilitation Act of 1973 as amended. Set aside at least 3 hours to take the USA Hire Assessments; however, most applicants complete the assessments in less time. If you need to stop the assessments and continue later, you can re-use your unique assessment link. NOTE: Your responses to the USA Hire Assessments will be reused for one year (in most cases) from the date you complete an assessment. If future applications you submit require completion of the same assessments, your responses will be automatically reused. Visit the USA Hire Applicant Resource Center for practice assessments and assessment preparation resources at https://support-usahire.opm.gov/hc/en-us. To update your application, including supporting documentation: During the announcement open period, return to your USAJOBS account, find your application record, and click Edit my application. This option will no longer be available once the announcement has closed. To view the announcement status or your application status: https://help.usajobs.gov/how-to. Your application status page is where you can view your application status, USA Hire assessment completion status, and review your notifications sent by the hiring agency regarding your application. Beginning September 27, 2025, Federal agencies will only accept resumes up to two pages in length to comply with the Merit Hiring Plan. Resumes longer than two pages will result in ineligibility for further consideration for the position. USAJOBS will not allow you to upload or build resumes longer than two pages, and you will need to update the resumes in your profile before applying for a job. Resumes should include information relevant to the knowledge, skills, abilities, and competencies of the position to which you are applying. VA is unable to make assumptions about qualifications if not clearly listed. Resumes must be legible so they can be reviewed for eligibility, minimum qualifications and other position requirements listed in the job announcement. Your resume must be 5MB or less. We recommend saving and uploading your resume as a PDF to maintain formatting and number of pages. We also accept GIF, JPG, JPEG, PNG, RTF, TXT, PDF, ODT or Word (DOC or DOCX). We do not accept PDF portfolio files. We recommend using a sans-serif font size like Lato, if available. Other widely available options are Calibri, Helvetica, Arial, Verdana, Open San Source Sans Pro, Roboto or Noro Sans. Make your page margins 0.5 inches. Consider using 14-point size font for titles and 10-point for the main text in your resume. The resume builder can help you create a resume using these recommendations and uses the information in your USAJOBS profile to help you get started. Helpful Hints for Creating a Two-Page Resume: Prioritize most relevant and recent experience Use concise, results focused language Align language from the job announcement Focus on demonstrating skills and competencies Remove outdated or unrelated experience Use the USAJOBS resume builder Additional guidance on this new requirement and resume building tools can be found at https://help.usajobs.gov/faq/application/documents/resume/page-limit