Clarification from the agency

ALL US CITIZENS DIRECT HIRE AUTHORITY: This position is being filled using Direct-Hire Authority (5 CFR 337.205) for this occupation.

Major Duties:

• This position reports directly to the CBOC Administrator and the Administrative Officer during their absence. The employee is responsible for the overall program management of the scheduling processes of Veterans.
• Provides direct administrative oversight to the (5) GS-0679-08 Supervisory Medical Support Assistants which ensures compliance of the National Scheduling directive and that its contents are followed according to the directive.
• Has a major responsibility in the process for meeting access measures in Primary Care.
• Accountable for the oversight of the day-to-day scheduling activities of all outpatient care administrative programs at the Primary Care main campus clinic, Women's Health clinic, OEF/OIF, Employee Health and all Six (6) outpatient clinics.
• Collaborates with the Group Practice Manager in the formulation and interpretation of reports.
• Works closely with the CBOC Administrator, Service Chief, Chief Nurse, Administrative Officer, Nurse Managers, Clinic Profile Manager, PCMM Coordinator and the Primary Care Data Analyst to collate and disseminate performance measures.
• Works with the GPM by reviewing and analyzing data, attending various access meetings, and devising plans for improvement.
• Responsible for various compilation and reporting of different performance measured reports and ensures that all tasks and reports meet required deadlines.
• Ensures that all scheduling activities are performed according to the VHA scheduling policies.
• Tracks and reviews data, generates reports assessing the quality, efficiency, and effectiveness of programs at each site and develops ongoing plans for program improvement. Participates in a leading role in the facility and network initiatives for growth, access, quality patient care and customer service.
• Advises and assists in determining program needs to assure maximum utilization of space, equipment, people, and funds available and develops alternate courses of action for the betterment of patient care.
• Responsible for formulating administrative policies for the internal management of the clinics and coordinates the distribution and implementation of directive material received.
• Ensures that all scheduling staff will be compliant with mandatory trainings for the outpatient scheduling process.
• Identifies areas requiring attention and recommends and coordinates courses of action with the CBOC Administrator.
• Serves as an active member of the Primary Care Management team, keeping the CBOC Administrator informed on all matters requiring their attention and/or action.
• Has delegated authority necessary to accomplish assigned programs and responsibilities to effectively utilize the manpower resources allocated to the administrative service programs.
• Assists in projecting annual budget estimates for operation of medical administration activities. These budget estimates include staff requirements, equipment, supplies, etc.
• Performs other duties as assigned.

Work Schedule: Monday-Friday, 7:00am-3:30pm EST
Telework: This position may be authorized for telework. Telework eligibility will be discussed during the interview process.
Position Description/PD#: 91677, 92640

Conditions of employment

• 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) - See "Required Documents" below for details.

As a condition of employment for accepting this position, you will be required to serve a 1-year probationary 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.

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/28/2026.

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-09 position you must have served 52 weeks at the GS-07. For a GS-11 position you must have served 52 weeks at the GS-09.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 may qualify based on your experience and/or education as described below:

• GS-9 Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-7 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to:
  • Strong interpersonal skills, and the ability to develop effective working relationship with a broad range of individuals
  • Ability to work independently and efficiently under pressure and to organize, plan and prioritize work
  • Skill in applying analytical and evaluative techniques to identify and solve issues
  • Knowledge of the theory and principles of management and organization including administrative practices and procedures common to organizations
  • Skill in conducting interviews with supervisors and employees to obtain information
  • Skill in operating computers, printers, scanners, calculators, fax machines, copiers and telecommunication and teleconference equipment
  • Skilled in the use of computer software packages such as Excel, PowerPoint, and Microsoft Word
  • Knowledge of the Privacy Act, medical center policies, and other regulations relative to the confidentiality of medical records
  • Ability to analyze medical record information and abstract meaningful data.

OR,

• Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a master's or equivalent graduate degree or 2 full years of progressively higher-level graduate education leading to such a degree or LL.B. or J.D., if related. If you are basing your qualifications on education (or a combination of education and experience) or if the position requires a college education to qualify, you must submit a copy of your transcripts (official or unofficial) with your application.

OR,

• Combination: Applicants may also combine education and experience to qualify at this level. You must have a combination of specialized experience and education beyond one year of graduate education.

• GS-11 Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-9 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to:
  • Strong interpersonal skills, and the ability to develop effective working relationship with a broad range of individuals
  • Ability to work independently and efficiently under pressure and to organize, plan and prioritize work
  • Skill in applying analytical and evaluative techniques to identify and solve issues
  • Knowledge of the theory and principles of management and organization including administrative practices and procedures common to organizations
  • Skill in conducting interviews with supervisors and employees to obtain information
  • Skill in operating computers, printers, scanners, calculators, fax machines, copiers and telecommunication and teleconference equipment
  • Skilled in the use of computer software packages such as Excel, PowerPoint, and Microsoft Word
  • Knowledge of the Privacy Act, medical center policies, and other regulations relative to the confidentiality of medical records
  • Ability to analyze medical record information and abstract meaningful data.

OR,

• Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have Ph.D. or equivalent doctoral degree or 3 full years of progressively higher level graduate education leading to such a degree or LL.M., if related.

OR,

• Combination: Applicants may also combine education and experience to qualify at this level. You must have a combination of specialized experience and education beyond beyond the first two years of graduate education.

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/.

How you will be evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

Your qualifications will be evaluated based on your application materials (e.g., resume, supporting documents), your responses on the application questionnaire, and your responses to all assessments required for this position. You will be assessed on the following Competencies for this position:

Accountability
Education and Training
Attention to Detail
Data Analysis and interpretation

USA Hire Assessments include a cut score based on the minimum level of required proficiency in these critical general competencies. You must meet or exceed the cut score to be considered. You will not be considered for the position if you score below the cut score or fail to complete the assessment.

Your experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week. 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. IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Overstating your qualifications and/or experience in your application materials or application questionnaire may result in your removal from consideration. Cheating on the online assessment may also result in your removal from consideration.

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.

During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions.

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.

To apply for this position, you must provide a complete Application Package which includes:

• Resume

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
• DD-214/ Statement of Service
• Disability Letter (Schedule A)
• Disability Letter (VA)
• License
• Other (1)
• Other (2)
• Other (3)
• Performance Appraisal
• Professional Certification
• Resume
• Separation Notice (RIF)
• SF-15
• SF-50/ Notification of Personnel Action
• Transcript

Veterans' Preference: Since the Direct-Hire Recruitment Authority is being used, traditional Veterans' Preference rules do not apply. Qualified veterans will, however, be given full consideration for this position.

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.

It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

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 and 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.

Special Employment Consideration: VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities [i.e., intellectual disabilities, severe physical disabilities, or psychiatric disabilities], and/or Disabled veterans with a compensable service-connected disability of 30% or more. Contact the Agency Contact for information on how to apply under this appointment authority via the Selective Placement Coordinator.

Next steps