Supervisory Medical Administration Specialist

Summary

The Supervisory Medical Administration Specialist in the Health Administration Service plays a pivotal role in ensuring efficient clinic operations, fostering cooperative environments, and enhancing patient access to care. Responsibilities encompass staff management, policy development, process improvement, strategic collaboration, and thorough problem-solving. Ensures excellence in patient scheduling for both primary care, specialty services, and mental health services.

Duties

The Supervisory Medical Administration Specialist supervises and directs the work of one GS-9 supervisor and oversees three GS-8 Supervisors, planning and coordinating orientation and training as required by hospital policy and facilitates staff education and development and monitor workflow activities to achieve performance standards. Manages clinic coverage, the unit's overtime budget, develops and communicates staff schedules, and conducts frequent reviews of staff work assignments. Interviews, hires, assesses competency, and evaluates the performance of their staff, handling daily responsibilities such as assignments, quality reviews, personnel reports, and timecard reconciliation. Duties Include: Perform administrative data retrieval work such as Clinic Access, affecting and assessing various clinical specialty areas such as Dermatology, Neurology, PACT, TBI, Poly Trauma, Mental Health, Compensation & Pension, Eye , Audiology and other Specialty Clinic scheduling. Assists other medical center services by providing pertinent information for workload studies, coordinating coverage, staffing, training, and implementing new initiatives and processes. Supports clinic ACCESS and intake management, including patient information management, insurance scanning, and Active Duty/Sharing Agreement intake processes, developing new techniques for improvement, monitoring, reporting, and training. Collaborate with various hospital services. 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. Develops and implements strategies enhancing intake and access management efficiency and effectiveness. Develops implementation and action plans for new processes and policy changes. Monitors compliance and actions, develops unit-level monitors, audits, and controls, and updates SOPs to ensure consistency. Assists in developing and implementing training initiatives associated with patient intake, advanced clinic access, and scheduling. Prepares program reports, analyzes trends, and forecasts changes in costs, space, equipment, and personnel requirements, advising management on issues impacting the service or facility. Problem-solving with employees from other departments, troubleshooting complaints, participating in performance improvement activities, such as studies and surveys, and serving on local and VISN-wide committees. Assists with the Advanced Clinic Access Initiative and supports the HAS audit program, monitoring and taking necessary actions. The incumbent works closely with the Business Office Service on performance improvement initiatives impacting the revenue cycle, developing plans to measure and improve HAS quality and productivity, and creating contingency plans and staffing proposals. Holds regular staff meetings, approves and certifies leave according to VA policy, develops leave schedules, anticipates overtime needs, and communicates with the Assistant Chief, HAS. Troubleshoot unfamiliar situations, disseminate updates, make decisions within their scope, and provide instructions for new or difficult assignments. Resolves informal complaints or grievances, consults with human resources, counsel employees on performance and conduct issues, and ensures work processes are technically accurate and compliant. Recognize and reward employees for high achievements through Medical Center incentive programs. Facilitates a safe working environment, requesting ergonomic evaluations, and managing on-the-job injuries using the Assist program and completing associated paperwork. Additionally, performs the duties of other HAS supervisors in their absence. Promotion Potential: This position is at a GS-9 Full performance level with no known promotion potential. Work Schedule: Monday-Friday 7:30am - 4:00pm Position Description/PD#: Supervisory Medical Administration Specialist/PD066740 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

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, 10/26/2026. 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. Examples of specialized experience would typically include, but are not limited to: Qualifying Specialized Experience: Inspires, motivates and guides others toward goal accomplishment; coaches, mentors, and challenges subordinates; adapts leadership styles to a variety of situations; models high standards of honesty, integrity, trust, openness, and respect for the individual by applying these values to daily behaviors. Provides operational support assisting higher graded analysts in gathering and analyzing data for broader studies of organizational workforce staffing, relationships and efficiencies. Evaluates organizational and staff environment stability to detect and anticipate potential vulnerability for safety as it affects staff and our customer, throughout the clinic setting in the facility. Monitors and evaluates effectiveness of ongoing projects and program shortcomings and keeps the Supervisor informed of issues which may have an adverse impact on the quality of the Scheduling data Develops and updates standard operating procedures for consistency. Assists in developing and rolling out training initiatives associated with patient intake and advanced clinic access and training. Conduct process improvement projects to identify gaps in scheduling and clinic operational processes to provide solutions. Problem solving and monitoring of all staff production trends and workload to develop and identify possible ways to improve and streamline overall work efficiency Knowledge of a wide range of qualitative and/or quantitative methods for the development and management of major administrative programs, demonstrated analytical ability, and strong written and verbal communications skills. OR, Education: Applicants may substitute education for the required experience. Masters 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 Attention to Detail Communications Computer Skills Customer Service Decisiveness Flexibility Interpersonal Skills Leadership Manages and Organizes Information Problem Solving Resilience 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. Physical Requirements: The work is primarily sedentary but requires extended periods of walking and interaction throughout the Medical Center, including frequent visits to off-site clinics. The position requires extensive computer/keyboard use, necessitating special ergonomic precautions. Travel may be required for conferences, meetings, or training. This is a full performance GS-09 position with no know promotion potential and not subject to duplication 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/. How You Will Be Evaluated

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Narrative responses are not required at this time. If you are referred for consideration, you may be asked to submit additional job related information, which may include, but not limited to; responses to the knowledge, skills and abilities; completion of a work sample, and/or contact for an interview. Your resume and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect your rating or consideration for employment. The Department of Veterans Affairs performs pre-employment reference checks as an assessment method used in the hiring process to verify information provided by a candidate (e.g., on resume or during interview or hiring process); gain additional knowledge regarding a candidate's abilities; and assist a hiring manager with making a final selection for a position. For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document. Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion. The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement. Management may use any one or any combination of these methods to fill the position. It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment. Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members. Other 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.