Supervisory Administrative Specialist

Veterans Health Administration; Aspinwall (Allegheny County); Remote; USD 77,000 - 100,000; Full time

Job summary

Veterans Health Administration, Pittsburgh VA Healthcare System, seeks a Supervisory Administrative Specialist to lead Geriatric and Extended Care service operations.

The role oversees budgeting, contracting, data analysis, timekeeping, staffing, and policy implementation, ensuring efficient daily administration and high-quality veteran care. Telework eligibility allows some remote work while maintaining on-site duties as needed.

Responsibilities

• Serves as VAPHS primary point of contact for the State Veterans Home Per Diem Program.
• Functions as a Contracting Officer Representative and liaises with state home personnel for per diem regulations.
• Evaluates GEC operations to assess efficiency and effectiveness of administrative methods and resources.
• Maintains and analyzes monthly data on admissions, ASIH, discharges, throughput, and census.
• Oversees budgeting phases, expenditures, salaries, travel, and general operating expenses for GEC and VISN programs.
• Leads acquisition and contractual processes within the GEC service line and ensures contractor compliance.
• Manages timekeeping, timecard processing, and leave approvals; oversees overtime approvals.
• Coordinates recruitment, orientation, and retention of staff; conducts performance management.
• Educates staff on bargaining unit rights and liaises with AFGE for labor relations.
• Participates in process-improvement committees and policy development; supports DERP and records compliance.
• Implements and monitors the GEC patient satisfaction program and tracks productivity across service lines.

Job description

• Department: Department of Veterans Affairs

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.

Key Responsibilities

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

Requirements & Education

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/.

Which agency is hiring for this position?

This position is with Veterans Health Administration, Department of Veterans Affairs.

What is the salary for this position?

The posted pay range is $77211 – $100380/yr.

Is this position remote or telework eligible?

This position is eligible for telework.

What is the application deadline?

Applications close on 2026-10-15.

Who is eligible to apply?

This position is open under the 'Fed Internal Search' hiring path.

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Source: USAJOBS.gov — U.S. Federal Government