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  • Health System Specialist

    Veterans Affairs, Veterans Health Administration (Mather, CA)



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    Summary This position supports the DEO and HPE management for establishing, maintaining, and evaluating the quality of HPE programs and the quality of care delivered by health professions trainees (HPTs) at the VA medical facility. Conducts and evaluates a wide range of program management and administrative duties to fulfill requirements related to VHA's academic mission and OAA's strategic plans and is responsible for the technical work required for HPE programs. Responsibilities Major duties include, but are not limited to the following: Establishes the role of Disbursement Coordinator and provides the policy for the use of DA with academic affiliates. Serves as the disbursement coordinator and is responsible for communicating, establishing processes and ensuring compliance with directive 1400.05 and related SOPs. Administers the tasks and procedures required between the VA and the affiliate including establishing DAs, tracking the time the HPTs spend at the VA (clinical and educational time, leave, research and scholarly activities, didactics, etc.), verifying valid affiliation agreements, rate and stipend schedules, processing transactions through VA financial systems, and reconciliation of educational activity records (EARs) with OAA fiscal, individual clinical services and the affiliate. Provides subject matter expert knowledge of VHA Handbook 1400.05 and the Resident Disbursement Procedures (ReDPro) SOP; serves as the facility EARs champion on training, national OAA calls, and surveys. Uses EARs record data and analysis to recommend redistribution of resources, forecast HPT position allocation (FTE) needs for subsequent academic years, and formulate long range budget needs and excess. Manages the special purpose academic fund from OAA and HPT reimbursement processes with the affiliate; synthesizes data, trends, opportunities, etc. for presentation to facility leadership, OAA, or academic organizations using graphs, flowcharts, and other techniques. Validates complex calculations for accuracy of reimbursement of trainee activity with analysis of relevant documentation; evaluate and determine the scope and intensity of verification methods for each program to minimize risk to organization while maintaining efficiency. Completes and reviews the monthly EARs consolidation and calculations to ensure accurate educational activity reimbursement. Works directly with the VA HPE site and program directors to collect required documentation of didactic, call, conference and leave schedules for reconciliation with the affiliate invoice. Accesses online IT learning management systems used by the affiliate to verify HPT training schedules (such as New Innovations, MedHub, or other.) Receives applicable clinical and educational (work hours) activity record data from clinical services with HPT rotations covered under a DA. Receives invoices from the academic affiliate institution and facilitates reconciliations between the VA HPE service/section and the affiliate academic and finance offices. Reviews and adjusts clinical and educational activity record data (work hours) documents to reflect accuracy in attendance, leave and calculations. Manages evidence documentation to complete OAA's and the Office of Integrity and Compliance annual reporting method for verification of the site's compliance with policy ReDPro and utilizes internal controls for confirming the accuracy of the EARs processes. Maintains copies of documents on file in accordance with VHA policy as detailed in Section 1140 of VHA RCS 10-1 and as required for ReDPro . Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level. Work Schedule: Monday through Friday, 8:00 AM to 4:30 PM Telework: Not available Position Description/PD#: Health System Specialist/PD99452-S and PD99451-S Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment. Applicants who refuse to be tested will be denied employment with VA. 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, 07/25/2025. Time-In-Grade Requirement (TIG): Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet TIG requirements by the closing date of this announcement. For a GS-11 position you must have served 52 weeks at the GS-09. 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. If the most recent SF-50 has an effective date within the past year, it may not clearly demonstrate you possess one-year TIG, as required by the announcement. In this instance, you must provide an additional SF-50 that clearly demonstrates one-year TIG. Note: TIG requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 appointment. HSS-GS-11: Specialized Experience: You must have at least one full year of specialized experience equivalent to at least the next lower grade level GS-09 in the Federal Service, that is directly related to the work of the position and has equipped you with the particular knowledge, skills and abilities to successfully perform the duties as a Health System Specialist - Health Professions Education Analyst. Qualifying specialized experience is defined as 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: 1 Missions, organizations, programs, and requirements of health care delivery systems; 2 Regulations and standards of various regulatory and credentialing groups; and 3 Government-wide, agency, and facility systems and requirements in various administrative areas such as budget, personnel, and procurement. At this level, applicants would have obtained this experience working within a health care setting, working directly with health care system administration and finance services to solve problems in support of policy compliance and program/operational functions; experience with extracting, analyzing, and organizing data from multiple sources, and assisting with fund disbursement procedures and processes. ~OR Education: Successfully completed a Ph.D., equivalent doctoral degree, 3 full years of progressively higher-level graduate education leading to such a degree, Or LL.M in the related field of the position to be filled (i.e., hospital administration, public health administration, or related fields such as business or public administration with course work in health care administration). The education portion must include courses that demonstrate the knowledge, skills, and abilities necessary to do the work of this position. Education must have been obtained in an accredited college, or university. NOTE: Transcripts must be submitted with your application materials to receive credit. ~OR Combination: Combinations of successfully completed graduate level education (beyond a master's degree) and specialized experience as described above to meet total experience requirements. The education portion must include graduate courses that demonstrate the knowledge, skills, and abilities necessary to do to the work of this position (i.e., hospital administration, public health administration, or related fields such as business or public administration with course work in health care administration). NOTE: Transcripts must be submitted with your application to receive credit. Experience must be clearly indicated in your resume. HSS-GS-12: You must have at least one 1 full year of specialized experience equivalent to at least the next lower grade level GS-11 in the Federal Service, that is directly related to the work of the position and has equipped you with the particular knowledge, skills and abilities to successfully perform the duties as a Health System Specialist - Health Professions Education Analyst. Qualifying specialized experience is defined as 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: 1 Missions, organizations, programs, and requirements of health care delivery systems; 2 Regulations and standards of various regulatory and credentialing groups; and 3 Government-wide, agency, and facility systems and requirements in various administrative areas such as budget, personnel, and procurement. At this level, applicants would have obtained this experience working within a health care setting, working directly with health care system administration and finance services to solve problems in support of policy compliance and program/operational functions; experience with disbursement agreement (DA) administration used for payment of salary and benefit; and completing record data analysis to determine potential or actual fraud, waste and abuse, and to recommend redistribution of resources. You will be rated on the following Competencies for this position: Administration and Management Budget Administration Compliance Organizational Performance Analysis 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: One 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, although some slight physical effort may be required. This work is performed in an office setting although some slight physical effort may be required to conduct training events, presentations, or to observe staff and trainees in their work environment, including inpatient clinical areas. The position will utilize a desk and computer and may need to navigate throughout the facility clinical areas. Stamina and concentration to meet crucial deadlines is required. The position may spend time in clinical areas of the facility to ensure coordination of schedules, attend meetings, and facilitate program effectiveness. Occasional travel to the VISN office, other VAMCs, and the academic affiliate may be required. For more information on these qualification standards, please visit the USA OPM website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/. Education There is no educational substitution at the GS-12 Level. Transcripts must be submitted if using education to qualify for the GS-11 level. A transcript must be submitted with your application if you are basing all or part of your qualifications on 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 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.

     


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