Medical Administration Specialist

Full Job Description

This position is located at the Cincinnati VA Healthcare System. It is aligned under Patient Business Service (PBS), and will report to the Assistant Chief, PBS.

The incumbent will work closely with clinical services throughout the Cincinnati VA Medical Center (CVAMC) and associated outpatient clinics overseeing ambulatory operations in support of patient access, scheduling, registration, insurance capture, and related business office functions.

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

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-9 position you must have served 52 weeks at the GS-7. 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 as described below: GS-09 Specialized Experience: Examples of specialized experience would typically include, but are not limited to: Advanced analytical and evaluative skills to identify, assess, and resolve procedural and operational issues; conducting interviews with Veterans, providers, and staff to address enrollment processes, outpatient scheduling, emergency department coordination, insurance capture, and related programs; proficiency in office automation tools and VA-specific systems, including Federal Electronic Health Record(fEHR), consult tracking, Cisco Finesse, and scheduling platforms, as well as Microsoft Office applications to create reports, presentations, and training materials; analyze and interpret data, generate summary reports, and maintain documentation to support decision-making and performance improvement initiatives; possess comprehensive knowledge of reporting requirements and applicable legislation; strong communication skills-both written and verbal.

OR GS-09 Education: Applicants may substitute education for the required experience.

To qualify based on education for this grade level you must have completed master's or equivalent graduate degree or 2 full years of progressively higher level graduate education leading to such a degree.

LL.B. or J.D., if related.

TRANSCRIPTS REQUIRED OR Combination: Possess equivalent combination of successfully completed graduate level education and specialized experience directly related to the work of the position as outlined above that meets the requirements of the position.

NOTE: If using education combined with specialized experience to qualify, a copy of your transcript is required.

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/.

Major Duties:

Major duties and responsibilities: Supervise the Hybrid Title 38 positions in administrative functions.

Plan and organize work for subordinate staff, setting and adjusting short-term priorities and preparing schedules to ensure timely completion of tasks, projects, and initiatives.

Listen and resolve complaint, addressing group grievances, initiating minor disciplinary actions, and reviewing or approving serious disciplinary measures in accordance with HR and labor policies.

Evaluate the performance of subordinates, including supervisors and leads, and serves as the reviewing official for evaluations prepared for non-supervisory staff.

Direct major program segments with significant resources related to ambulatory care administrative operations.

Lead the implementation of unified and effective processes by coordinating with key stakeholders. Serve as the primary point of contact for new and revised programs and oversees initiatives.

Analyze and evaluate the effectiveness of programs and operations, both quantitatively and qualitatively, against established goals and objectives, collecting, analyzing, and presenting data.

Presents stakeholder engagements and recommendations to senior management Direct and conduct studies, design process maps and flow charts, and recommend performance improvement programs, implementing new methodologies.

Work Schedule: Monday-Friday, 8:00am-4:30pm Position Description Title/PD#: Medical Administration Specialist/PD929370 Physical Requirements: The work is primarily sedentary and performed in an office setting.

Some slight physical effort may be required to include walking, standing, or bending.