Supervisory Administrative Specialist

Summary

This position is located within the Geriatric and Extended Care Service Line (GEC SL) at VA Pittsburgh Healthcare System and reports to the Associate Chief of Staff of the GEC SL. The incumbent is responsible for a wide range of administrative functions related to the GEC service line, encompassing all aspects of planning and executing the daily administrative operations.

Duties

Major duties include but are not limited to the following: Serves as VAPHS primary point of contact for the State Veterans Home Per Diem Program, functions as a Contracting Officer Representative, and acts as a liaison with state home personnel for sharing agreement services and per diem regulations. Independently evaluates GEC operations to assess efficiency and effectiveness of administrative methods, workflow, personnel utilization, communication, planning, training, space and equipment management, reporting findings to the ACOS while managing resource, HR, information, communication, and quality-improvement functions. Maintains, distributes, and analyzes monthly data and graphs pertaining to admissions, ASIH, discharges, send-outs, throughput, average daily census, and average length of stay for the individual nursing units and for the CLC in aggregate. Gathers and analyzes information for budgetary needs, overseeing all phases of budgeting within GEC service line and VISN wide programs. To include distributions of expenditures associated with staffing, education, travel and overtime. Responsible for the development of long-range, short-range and strategic planning, as it relates to budgetary planning, and assisting in the formulation and execution of annual budget of salaries, travel, supplies, equipment and general operating expenses. Responsible for all acquisition and contractual processes within GEC service line. Completing quality control components of all GEC contracts and making sure contractors are timely with documentation and services. Serves as timekeeper, timecard processing, time and leave approval, secondary approval for overtime and compensatory time. Provides formal planning direction for the GEC by identifying issues, recommending courses of action, coordinating with other VAMCs and community resources, and developing business plans that enhance service-line efficiency while ensuring staff obtain necessary training for successful implementation. Reviews and validates State Home admission applications, loads required documents for monthly VISN audits, completes corrective actions, and uploads State Home data to the national database used for quarterly medical center audits. Maintains GEC Service Line organization charts in Excel and Visio, and coordinates recruitment, orientation, and retention of clinical and nonclinical staff-including fee-basis, temporary, and permanent hires-to ensure effective staffing levels for GEC, VISN, and VACO programs. Conducts and coordinates performance management for GEC SL staff, developing performance standards that emphasize patient satisfaction and high-quality care while maximizing employee productivity. Fosters a collaborative Labor-Management environment by educating staff on bargaining unit rights, managing grievance processes, drafting responses to Unfair Labor Practice charges, and serving as the primary liaison with AFGE to negotiate and support effective labor relations, including drafting notices of change and engaging in required bargaining for the ACOS. Participates in process-improvement committees, represents GEC on the ICD-10 Committee to support implementation, and serves as the GEC SL representative at monthly Business Managers meetings to ensure consistent application of policies and identify needed process improvements. Researches and revises policies, updates SOPs, assists with DERP development and maintenance, serves as Records Liaison Officer to ensure compliance, and gathers complex data from multiple sources to support process improvement and policy and business proposal development. Implements and monitors the GEC patient satisfaction program, resolves Veteran concerns, and tracks productivity across clinical service lines (CLC, HBPC, ADHC, HiH, ODCC), developing provider progress report cards and monitoring performance outcomes. Approves supply, education, and travel orders; authorizes funds for invoices tied to major GEC contracts (MOD, GetWellNetwork, CWT, Appointment Plus, HBPC, State Veteran Home, VISN/VACO GEC programs); and verifies equipment inventories, manages turn-ins, and leads or participates in board-of-survey actions. Plans work to be accomplished by subordinates, sets and adjusts short-term priorities, and prepares schedules for completion of work. Assigns work to subordinates based on priorities, selective consideration and the difficulty of the work and the capability of the employees. Performs other duties as assigned. Work Schedule: Monday-Friday, 8:00am-4:30pm Compressed/Flexible: Not Authorized Telework: This position is not eligible for telework. Virtual: This is not a virtual position. Position Description/PD#: Supervisory Administrative Specialist/PD01872NR Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved 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, 10/15/2026. 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: Independently manage budget and financial operations, including monitoring allocations, tracking expenditures, and supporting fiscal planning to ensure compliance with VA and federal requirements. Coordinating contracts and service agreements by reviewing documentation, verifying obligations, and ensuring vendor and service compliance. Maintaining, analyzing, and interpreting operational data for monthly reporting to inform leadership decision-making and program performance. Ability to plan, assign, and oversee work assignments to support mission needs and workflow efficiency. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed a Ph.D. or equivalent doctoral degree, or 3 full years of progressively higher level graduate education leading to such a degree, or an LL.M. if related that demonstrates the knowledge, skills, and abilities necessary to do the work of this position. NOTE: Transcripts must be submitted with application. OR, 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 two years of progressively