Medical Administration Officer

About the role

This position serves as Chief, Business Office for the VA Providence Healthcare System and reports to the Associate Medical Center Director (Associate Director, Operations Service Line). The position is full-time at 40-hours per week.

What you will do

• The Medical Administrative Officer serves as the senior administrative official for the Business Office.
• Duties include, but are not limited to: Program and Policy Management.
• Directs the planning, integration, and evaluation of all Business Office functions supporting inpatient and outpatient care delivery across VABHS.
• Leads multidisciplinary workgroups with representatives from Nursing, Medicine, Mental Health, Social Work, Fiscal, Health Information Management, and other administrative services to develop and revise SOPs governing admissions, transfers, discharges, bed management, and after-hours administrative coverage.
• Budget and Resource Management.
• Exercises discretionary authority to allocate and reallocate funds within the Business Office budget without case-by-case approval from higher authority.
• Develops annual budget estimates for all Business Office activities and long-range financial and resource planning for the service.
• Monitors execution of fund control points across all sections, identifies variances, and directs corrective action to ensure resources are aligned with mission priorities and workload demands.
• Advises the Associate Director on current and projected personnel resource needs and staffing requirements affected by workload changes.
• Supervisory and Personnel Management.
• Serves as first-line supervisor for three subordinate supervisors directing distinct Business Office units: the Chief of Travel, the Chief, Health Information Management, and the Supervisory Medical Administration Specialist.
• Exercises final authority for the full range of personnel actions recommended by subordinate supervisors including selections, performance ratings, and disciplinary actions with higher-level clearance required only for removals and awards above delegated dollar thresholds.
• Identifies training and development needs and ensures appropriate training is provided.
• Hears and resolves group grievances or serious employee complaints referred by subordinate supervisors.
• Heath Information Management Program Oversight.
• Oversees the Chief, Health Information Management (CHIM) in the direction of the facility's HIM program, including health record documentation, medical coding, clinical documentation integrity, release of information, records management, and transcription/speech recognition services.
• Reviews HIM program performance data, compliance with Joint Commission and CARF accreditation standards, and audit findings, directing corrective action through the CHIM as needed.
• Travel Program Oversight.
• Directs the Chief of Travel in the administration of the Beneficiary Travel (BTSSS) and Veterans Transportation Service (VTS) programs, including claims processing, eligibility determinations, vehicle and contract coordination, and scheduling operations supporting Veteran access to care across all VABHS campuses and CBOCs.
• Reviews program performance data and directs corrective action through the Chief of Travel to ensure timely, compliant service delivery.
• Coordination and Compliance.
• Ensures inpatient discharge follow-up appointments are consistently requested, scheduled, and monitored in accordance with VHA directives and local policy.
• Serves as principal advisor to the Deputy Executive Director Medical Center and other executive leaders on inpatient business operations, access, and resource utilization, and may serve as Acting Chief in the Associate Director's absence when so designated.
• Work Schedule: To be determined.
• Telework: Available, as determined by the agency policy (Ad-Hoc).
• Virtual: This is not a virtual position.
• Position Description/PD#: Medical Administration Officer/PD04269A Relocation/Recruitment Incentives: Not Authorized.
• Critical Skills Incentive (CSI): Not Authorized.
• Permanent Change of Station (PCS): Not Authorized.
• Notifications: 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.
• Selectee required to serve one year supervisory/managerial probationary period.
• Current and former 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.
• This position is not a Bargaining Unit position.
• This position is covered by locality-based comparability pay.

Requirements

• You must be a U.S. Citizen to apply for this job Selective Service Registration is required for males born after 12/31/1959 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 or trial 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 you will be evaluated

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC.

WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE.

Resume Reminder: Your resume must include the following information each job listed: Job title Duties (be as detailed as possible) Month & year start/end dates (e.g. June 2007 to April 2008) Full-time or part-time status (include hours worked per week) Series and Grade, if applicable, for all Federal positions you have held Please be aware that your answers will be verified against information provided on your resume.

Be sure that your resume clearly supports your responses to all of the questions by addressing your work experience in detail Recommended: Even though we do not require a specific resume format, your resume must be clear so that we are able to fully evaluate your qualifications.

To ensure you receive appropriate consideration, please list the duties you performed under each individual job title. If we are unable to match your experiences with the positions held, you may lose consideration for this vacancy. We cannot make assumptions regarding your qualifications.

An incomplete application will receive a rating of IFFM (ineligible due to missing forms). Requests for reconsideration will not be considered for applicants who fail to submit a complete application package. We cannot be held responsible for incompatible software or fax transmissions.

Narrative responses are not required at this time. If you are referred for consideration, you may be asked to submit additional job related information, which may include, but not limited to; responses to the knowledge, skills and abilities; completion of a work sample, and/or contact for an interview. Your resume and/or supporting documentation will be verified.

Please follow all instructions carefully. Errors or omissions may affect your rating or consideration for employment.

The Department of Veterans Affairs performs pre-employment reference checks as an assessment method used in the hiring process to verify information provided by a candidate (e.g., on resume or during interview or hiring process); gain additional knowledge regarding a candidate's abilities; and assist a hiring manager with making a final selection for a position.

For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document. Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion.

The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement. Management may use any one or any combination of these methods to fill the position. It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.

Documents you must provide

• To qualify for this position, applicants must meet all requirements by the closing date of this announcement.
• NOTE: It is the applicant's responsibility to ensure responses and appropriate documentation is submitted prior to the closing date of this vacancy announcement.
• YOU WILL NOT BE CONTACTED FOR CLARIFICATION OR MISSING DOCUMENTATION.
• Applicants are encouraged to contact the Agency Contact listed on this Job Opportunity Announcement to confirm required documents are appropriately uploaded prior to the closing date.
• To apply for this position, you must provide a complete Application Package which includes: Resume SF-50/ Notification of Personnel Action The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position.
• Please make sure you have included other documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), documentation to support Veterans Preference claims, or ICTAP/CTAP documentation (for displaced Federal employees).
• You will not be contacted for additional information.
• Cover Letter Other Supporting Documents Resume SF-50/ Notification of Personnel Action SF-50, Notification of Personnel Action (for Eligibility): For former and current employees ONLY, if this does not apply to you, please disregard.
• You MUST attach your most recent, non-award SF-50.
• This SF-50 should not be more than a year old and must show your current position, grade and step.
• Award SF-50's typically do not provide sufficient information and will not be accepted if they do not include Grade and Step.
• In order to clearly demonstrate you possess the time-in-grade as required by the announcement, additional SF-50s should be attached which clearly demonstrate the minimum time-in-grade requirement.
• Examples of appropriate SF-50's include: Within grade increases at the highest grade held Promotions with an effective date more than one year old SF-50's at the highest grade held with an effective date more than one year old PLEASE CONTACT THE HR SPECIALIST LISTED ON THE ANNOUNCMENT IF YOU HAVE ANY QUESTIONS REGARDING THE PROPER SF-50S.
• NO EXCEPTIONS WILL BE MADE AFTER THE CLOSING DATE.

What to expect next

Once your online application is submitted you will receive a confirmation notification by email. After we receive application packages (including all required documents) and the vacancy announcement closes, we will review applications to ensure qualification and eligibility requirements are met.

If initial application submission is updated and resubmitted with a new resume, only the most current resume will be reviewed for consideration. After the review is complete, a referral certificate(s) is issued and applicants will be notified of their status by email. Referred applicants will be notified as such and may be contacted directly by the hiring office for an interview.

All referred applicants receive a final notification once a selection decision has been made. You may check the status of your application at any time by logging into your USA Jobs account and clicking on Applications. Information regarding your application status can be found in the USAJobs Help Center.

NOTE: Participation in the seasonal influenza program is a condition of employment and a requirement for all Department of Veterans Affairs Health Care Personnel (HCP). It is a requirement that all HCP to receive annual seasonal influenza vaccination or obtain an exemption for medical or religious reasons.

Wearing a face mask is required when an exemption to the influenza vaccination has been granted. HCP in violation of this directive may face disciplinary action up to and including removal from federal service. HCP are individuals who, during the influenza season, work in VHA locations or who come into contact with VA patients or other HCP as part of their duties.

VHA locations include, but are not limited to, VA hospitals and associated clinics, community living centers (CLCs), community-based outpatient clinics (CBOCs), domiciliary units, Vet centers and VA-leased medical facilities.

HCP include all VA licensed and unlicensed, clinical and administrative, remote and onsite, paid & without compensation, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, researchers, volunteers and health professions trainees (HPTs) who are expected to perform any or all of their work at these facilities.

HPTs may be paid or unpaid and include residents, interns, fellows and students. HCP also includes VHA personnel providing home-based care to Veterans and drivers and other personnel whose duties put them in contact with patients outside VA medical facilities.

Additional information

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. 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.