The incumbent is organizationally aligned under Nursing/Operational Programs and reports directly to the Assistant Chief Nurse, Operational Programs. The primary purpose of the position is to provide administrative leadership, coordination, and oversight for the inpatient administrative support functions across multiple clinical units within the health care system. Major duties: The position serves as the facility's technical authority for inpatient administrative operations, develops and implements administrative procedures, ensures compliance with applicable policies and regulations, and coordinates with clinical and administrative stakeholders to support efficient patient flow and high-quality administrative service delivery.
Major Duties and Responsibilities include but are not limited to: Operations Policy & Process Control: Interpret and implement VHA/Facility directives affecting inpatient administrative operations (admissions, eligibility, transfers, discharges, consents, privacy/confidentiality, records scanning, scheduling, and contingency workflows). Data Quality & Analytics: Build and maintain routine analytical products (monthly/quarterly dashboards; ad hoc analyses) using local/VISN/national data sources (e.g., VSSC, CPRS, VistA, and unit-specific clinical/administrative databases).
Systems & Access Governance: Coordinate with IS/IRM and clinical services to ensure appropriate menu options, templates, and user roles in VistA/CPRS align with assigned duties (principle of least privilege). Compliance, Privacy & Information Management: Serve as the technical point for privacy, confidentiality, and information security requirements as they apply to inpatient administrative operations (e.g., patient data handling, scanning/record integrity, access controls, chain of custody for records).
Contingency & Emergency Administrative Operations: Maintain and test downtime procedures for inpatient administrative workflows (admission/discharge, order filing, records, and scheduling) to ensure continuity during network, CPRS, or VistA outages. Cross-Service Technical Coordination: Represent inpatient administrative operations in facility/service meetings and interdisciplinary workgroups as the technical owner for process and data issues (not as rating official).
Supervisory Duties: The incumbent serves as a second-line supervisor for the inpatient administrative program and exercises supervisory authority only over Hybrid Title 38 personnel within Inpatient Medical Support Services. Supervision of GS Supervisory Medical Support Assistants: The incumbent provides line supervision to the GS-8 Supervisory Medical Support Assistants (SMSAs), who serve as the first-line supervisors for inpatient administrative staff across all inpatient units and divisions.
Administrative Oversight of Hybrid Title 38 Personnel: The incumbent provides administrative supervision only to Hybrid Title 38 staff assigned to inpatient administrative roles. Personnel and Workforce Management: The inpatient administrative workforce consists entirely of Hybrid Title 38 personnel. Program-Level Staffing Oversight: The incumbent ensures that inpatient administrative units remain adequately staffed to meet operational requirements.
Labor & Employee Relations: The incumbent participates in labor-management and employee-relations activities for Hybrid Title 38 inpatient administrative personnel within the limits of administrative supervisory authority. Supervisory Oversight Across Multiple Divisions: Supervision is exercised over inpatient administrative personnel located across multiple VAPAHCS divisions, including Palo Alto, Menlo Park, and Livermore, as well as programs such as the Emergency Department, Operating Room, Outpatient Surgery, mental health programs, rehabilitation services, Polytrauma, Spinal Cord Injury, and the Western Blind Rehabilitation Center.
Program Representation and Coordination: In the capacity of second-line supervisor and program lead,