Administrative Officer
About the role
The Cincinnati VHA Medical Center is recruiting for an Administrative Officer in Patient Business Services (PBS).
Responsibilities
Provides support to the Service Chief in management of various administrative programs throughout the service.
Completes project assignments based on the needs identified via internal/external reviews/investigative reports or observations, verbal/written responses to internal and external inquiries, maintenance of service and medical center level workload statistics, and medical center memorandums.
Responsible for analytical, evaluative, developmental, or advisory work, which is directed toward implementing, revising, or eliminating policies, practices, methods, procedures, and/or organizational structures within the service and medical center.
Serves on appropriate service and medical center committees.
Communicates frequently with patients, patient's representatives, attorneys, and service officers for the purpose of resolving problems, explaining policies and procedures, adjusting complaints, recommending various courses of action in some cases denying requests.
Responsible for the operation of PBS during the absence of the Chief.
Demonstrates excellent organizational, planning, problem-solving, analytical, and communication skills.
Establishes and maintains a monitoring mechanism on inpatient/outpatient/community care statistics to ensure accurate and timely data capture.
Analyzes statistical data and advises management on operational trends.
Investigates and validates data that might be outliers by following up with appropriate staff.
Displays data in graphic/written format, whichever is appropriate, to present workload in a meaningful manner to Medical Center management, using various computer software (i.e., Excel, Power Point).
Prepares monthly workload reports.
Oversees the daily capture of inpatient statistics through communications with the PBS Program Application Specialist and provides consultative services to other medical center staff relative to workload statistics, including auditing high-cost community care providers and Veterans.
Leads in administering programs concerning such matters as equal opportunity, merit promotion, labor management relations, and position management.
Recommends policy for effectiveness of work methods and procedures, organizations, space and manpower utilization, management controls, information and documentation systems, and similar functions of management.
Maintains personnel records and prepares all papers relating to personnel actions.
Discusses, investigates, and responds to employee grievances and dissatisfactions in order to resolve conflicts.
Represents management at labor management meetings, provides information, and resolves conflicts or problems that may arise and assures management officials are familiar with negotiated agreements.
Develops the need for and maintains an awareness of available resources and makes recommendations to Chief regarding needs, distribution, or redistribution of these resources.
Responsible for forecasting, formulating, and final execution of PBS budgets.
Close coordination must be maintained with Fiscal Service and the Health Eligibility Center, Veterans Transportation Program, Health Information Management Program Office.
Supervises PBS operations under general supervision of the Chief.
Qualifications
To qualify for this position - applicants must meet all requirements by the closing date of this announcement - 07/24/2026. 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-11 position you must have served 52 weeks at the GS-9. 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:
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: Managing various administrative programs simultaneously, knowledge of various medical center directives and policies, ability to provide exceptional verbal and written responses for internal and external inquiries at all levels of an organization, ability to analyze data, develop, and prepare corresponding reports, and general knowledge of performance goals, work methods, and staffing levels.
Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a 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 to the work of the position. (Transcripts must be submitted).
Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond the first-year graduate level education. (Transcripts must be submitted).
Pay
Commensurate with experience.
Schedule
Monday - Friday 7:30am - 4:00pm or 8:00am - 4:30pm