Supervisory Medical Administration Specialist

Summary The Supervisory Medical Administration Specialist provides leadership and support to the Clinic Support Section (CSS) within the Health Administration Service (HAS), ensuring access to care. appointment management, and compliance with VHA directives. Serving as a subject matter expert, and acts as Chief, CSS during periods of absence. Responsibilities include administering and coordinating the Appointment Management System, and implementation of key initiatives. Responsibilities The Supervisory Medical Administration Specialist serves as a multidisciplinary team leader, formulating strategic objectives for the service and healthcare system to meet evolving needs. The Supervisory Medical Administration Specialist manages workflow on an ongoing basis, analyzes data to enhance scheduling and performance processes, and recommends changes to improve work production and services delivered. Plans and coordinates the orientation and training of new employees as required by hospital policy. Provides and directs ongoing on-the-job training, cross-training, and annual training for all employees under supervision. Duties Include: Distributes workload within various clinic services and ensures work assignments are completed as directed. Reviews employee work at various stages to ensure compliance with directives, manages and anticipates overtime for the unit, and communicates related information to the Section Chief Clinic Support Section. Monitors workflow activities to ensure performance standards are achieved and manage clinic coverage and the clinic's overtime budget. Develops and communicates staff schedules and contingency plans and conducts frequent reviews of staff work assignments. Arranges and conducts interviews (using PBI), provides competency assessments, and completes performance evaluations. Serves as the subject matter expert for Health Administrative scheduling applications, assisting in the identification and resolution of related issues through innovative problem-solving and an in-depth understanding of system processes and procedures. Performs administrative data retrieval, including Clinic Access metrics, impacting and assessing numerous clinical areas such as Patient Aligned Care Teams (PACT), Spinal Cord Injury, PT/O, Radiation Therapy Unit, Mental Health, Alcohol and Drug Rehabilitation, Psychology, Geriatrics, Surgical Service, Medicine Services, Specialty Clinics, Lab and Centralized Scheduling. Supports workload studies for other services throughout the medical center by providing pertinent data and analysis. Coordinates coverage, staffing, training, and the implementation of new initiatives and processes. Contributes to the management of clinic ACCESS and intake processes, including patient information management, insurance scanning, performs Regional Counsel third-party verification, and Active Duty/Sharing Agreement intake procedures. Develop and introduce new techniques for process improvement, monitoring, reporting, and training, working collaboratively with hospital services to implement strategies that enhance the efficiency and effectiveness of intake and access management processes. The incumbent will support team operations during periods of increased workload, staff shortages, or other operational needs. In the absence of another supervisor, this employee will be expected to assist with supervisory duties within that area to ensure continuity of operations and adequate oversight. This includes temporarily assuming supervisory responsibilities as needed, and providing support or guidance to staff until the primary supervisor returns. Other duties as assigned. Performs additional related duties in support of the Clinic Support Section and Health Administration Service as necessary. Promotion Potential: This position is at a GS-9 Full performance level with no known promotion potential. Work Schedule: Monday - Friday 8:30am-5:00pm Position Description/PD#: Supervisory Medical Administration Specialist/PD062100 As a condition of employment, applicants who have not previously completed a supervisory probationary period will be required to serve a one-year supervisory probationary period. Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job Selective Service Registration is required for males born after 12/31/1959 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) As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period or 2-year trial 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 or trial 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. 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 07 in the normal line of progression for the occupation in the organization. Specialized experience would typically include, but are not limited to: Qualifying Specialized Experience: Plans and coordinates the orientation and training of new employees. Staffing, reviewing applicants, performance based interviewing and selection of new employee Support and enforce .directives and regulations to ensure standardization. Communicates in order to solve problems, coordinate training and exchange information as necessary. Provides data to improve scheduling and other performance processes and recommends changes to improve work production and services provided. Approving/disapproving/certifying leave and time card reconciliation according to VA policy. Develops leave schedules and contingency plans, including cross-training staff, to assure adequate coverage at all times. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have: 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 OR, Combination of Experience & Education: Applicants may also combine education and experience to qualify at this level. You must have an appropriate combination of specialized experience and education. NOTE: Transcripts (unofficial or official) must be submitted with your application materials. Education cannot be credited without documentation. You will be rated on the following Competencies for this position: Accountability Administration and Management Customer Service Decisiveness Flexibility Interpersonal Skills Leadership Organizational Stewardship Problem Solving Resilience Troubleshooting (Electronic Equipment) 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. Note: 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. 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/. 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/. Additional Information Receiving Service Credit for Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. This job opportunity announcement may be used to fill additional vacancies. If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement. Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.