Medical Administration Special

Full Job Description

This position serves as the Medical Administration Specialist for the Business Administration Service within the VA Health Care System with administrative responsibility, accountability and oversight for Business Administration Service programs and activities.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 4/15/2026.

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-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-7 in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include: Experience analytical, and quantitative problem solving and analysis.

Experience in medical center and healthcare administrative principles, theories, and practices, as well as skill in applying this to program administration, and administration, and quality/production goals.

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 level degree; or Two (2) full years of progressively higher-level graduate education leading to such a degree; or LL.B or J.D, in a related field that meets the requirements for GS-09.

OR, (NOTE: Transcripts with degree confer date must be submitted with the application. Education cannot be credited without documentation).

Combination: Applicants may also combine education and experience to qualify at this level. You must have a combination of specialized experience and graduate level education.

Combinations of successfully completed post-high school education and experience may be used to meet total qualifications requirements for grade levels specified in the table and may be computed by first determining the applicant's total qualifying experience as a percentage of the experience required for the grade level; then determining the applicant's education as a percentage of the education required for the grade level; and then adding the two percentages.

The total percentages must equal at least 100 percent to qualify an applicant for that grade level.

Only graduate education in excess of the amount required for the next lower grade level may be used to qualify applicants for positions at grades GS-9.

(When crediting education that requires specific course work, prorate the number of hours of related courses required as a proportion of the total education to be used.) You will be rated on the following Competencies for this position: Attention to Detail Customer Service Decision Making Decision Making Decisiveness Flexibility Integrity/Honesty Interpersonal Skills Learning Reading Comprehension Reasoning Self-Management Stress Tolerance Teamwork Technical Competence 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, although some slight physical effort may be required.

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/.

Major Duties:

The Medical Administration Specialist performs a wide variety of analytical and evaluative duties. Services in a multifaceted capacity in support of the Chief, Health Administration Service.

The incumbent is responsible for demonstrating flexibility, integrity and accountability with a work ethic that emphasizes excellence and quality and builds customer confidence by professional dress and demeanor.

Duties include, but may not be limited to the following: Delegated full authority of the Chief, Business Service, for administrative activities occurring on tour.

Interprets VA rules and regulations relating to determining legal entitlement to benefits relating to hospital admission; nursing home, dental domiciliary, fee basis, and outpatient care; dental treatment; prosthetic appliances, patient transfer; and beneficiary travel.

Authorized as certifying officer for documents pertaining to the administration of laws concerning VA. Coordinates the resolution of medical legal problems concerning the medical center.

Ensures that appropriate legal, regulatory, and policy requirements are met.

Processes administrative issues surrounding beneficiary death, seriously ill cases, elopements, suicides, assaults, deaths on arrival (DOAs), homicides, code blue, cost recovery matters, and facility or community disasters, etc.

Determines the appropriateness of notifying the medical examiner of unusual deaths. When unusual circumstances occur determines actions to cancel clinics and appointments.

Seeks clinical input and initiates process to contact affected parties and reschedule where appropriate.

Provides administrative authority, guidance, and decision making to Medical Officer of the Day (MOD), Nursing Officer of the Day (NOD), and other similarly named Nurse and Medical positions in charge after hours, and all other clinical staff concerning administrative matters necessary for operation of the medical center during other than normal tours.

Provides orientation and situational technical advice to physicians regarding VA policies and procedures.

Assists medical center staff with medically related problems, including involuntary commitments, orders of protective custody, and management of unruly or severely disturbed patients.

Performs for administrative matters as the MOD does for clinical matters, working as a team to carry out top management responsibilities during other than regular working hours.

Promotes harmonious working relationship among patients, public, and staff.

Directly intervenes with problems regarding patient activity, directing and advising clinical staff of appropriate administrative action.

Observes, evaluates, and coordinates administrative activities with IRMS, Engineering, 01& T, Laboratory, Medicine, Radiology, Nursing, Hospice, and Environmental Management services and personnel among others.

This includes administrative rounding to designated areas during second and third shift.

Assists in responding to emergencies, determines priorities and nature of action to be taken; authorizes services, supplies, and personnel; notifies authorities as situation dictates.

Implements search plan for missing patients; informs next-of-kin of search status, as appropriate. Observes for safety, potential problems, and takes corrective action.

Assists with computer issues during non-business hours. Coordinates non-routine contacts received at the medical center after regular operating hours.

Receives and responds to non-routine patient condition inquiries and other administrative inquiries from concerned veterans, families, visitors, law enforcement officials, representatives from private hospitals, veterans service organization representatives, VA Central Office, Congressional offices, military personnel, private physicians, media, and the general public.

Oversees determination of applicants' eligibility; obtaining income and insurance information for appropriate nonservice-connected applicants; counseling nonservice-connected veterans to determine ability to defray costs of medical care elsewhere.

Determines extent of release of medical or social data from patients' records. Safeguards and ensures rights of patient.

May collect belongings, funds, or other personal effects of patients for safekeeping in accordance with facility procedure.

Maintains good public and media relations as instructed and trained by the Public Affairs Officer until the designated employee arrives.

Establishes and maintains liaison with Public Affairs Officer, whenever applicable Daily contact with managers, clinicians, staff within and outside Business Administration Service, Veterans and/or their families, other VA medical facilities, non-VA medical facilities, congressional representatives, and representatives of Veteran Service Organization.

Contact may be in person, telephone, or correspondence. Work Schedule: TBD by Supervisor Telework: Not available Virtual: This is not a virtual position.