Medical Administration Specialist

Full Job Description

The primary purpose of the position is to manage the Healthcare System's health administration issues occurring after regular working hours, facilitating the continuity of patient care for the Healthcare System's functions and operations, and to ensure the administrative, procedural, and regulatory requirements related to the care, treatment and processing of eligible beneficiaries are met.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 01/22/2026.

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-07 position you must have served 52 weeks at the GS-05.

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.

You may qualify based on your experience and/or education as described below: GS-7 Grade Level: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-05 in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include, but are not limited to: setting priorities, long and short term goals on administrative processes; resolving complaints and administrative issues; performing other administrative duties such as coordinating meetings and schedules; maintaining policies, procedures, manuals & guidelines.

OR, Education: Applicants may substitute education for the required experience.

To qualify based on education for this grade level you must have : (a) Must possess One (1) full year of graduate level education or (b) superior academic achievement (Transcripts required).OR, Combination: Applicants may also combine education and experience to qualify at this level.

You must have an combination of specialized experience and education.

Grade-9 Level: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-09 in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include, but are not limited to: Interpreting rules and regulations, determining if presenting patients meet established criteria to warrant entitlement to benefits associated with hospital admission or outpatient care, nursing home care, dental treatment, domiciliary, distant patient lodging, prosthetic appliances, patient transfers, and beneficiary travel; compiling and auditing information to be used by higher level staff and/or leadership for analytical studies of problem areas; Conducting analytical studies on operational processes, issue topics, or related special projects as assigned.

These may include access, consultations, travel, enrollment management, Medical Center Memoranda or Policies or other topics related to the flow of patient care related to Health Administration processes .

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.

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

You will be rated on the following Competencies for this position:Analysis and Problem Solving, Communication, Interpersonal Skills, and 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 requires significant movement throughout the Healthcare System with the occasional requirement to lift objects such as suitcases, clothing, or medical charts.

Work is typically performed in an adequately lighted and climate controlled office. May require occasional travel. Work is accomplished in a busy, generally congested office area.

The AOD routinely goes to most sections and buildings, including offices, clinics, wards, laboratories and the morgue.

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:

Duties include but are not limited to: Conducts analytical studies on operational processes, issue topics, or related special projects as assigned; may include access, consultations, travel, enrollment management, Medical Center Memoranda or Policies.

Reviews data and information for trends, problem areas, and makes recommendations to management to resolve issues.

Applies fact finding and investigative techniques to gather clear-cut factual evidence of administrative compliance with regulations.

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

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

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

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

Provides administrative authority, guidance, and advice to clinical staff concerning administrative matters necessary for operation of the medical center during other than normal tours.

Promotes harmonious working relationship among patients, public and staff.

Coordinates the resolution of medical legal problems concerning the medical center and ensures that appropriate legal, regulatory, and policy requirements are met.

Determines extent of release of medical or social data from patients' records.

Coordinates patient referrals and transfers to and from the medical center including the necessary transportation arrangements.

Work Schedule: Full Time, Rotating Shifts, Nights, Weekends, Holidays Telework: Not Available Virtual: This is not a virtual position.

Position Description/PD#: Medical Administration Specialist/PD13639A and PD13640A Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required