Medical Administration Specialist (AOD)

Full Job Description

The AOD maybe delegated the authority and responsibility to exercise the Medical Center Director's prerogative in medical administrative matters and issues that may arise; represents management in (non-policy making) administrative matters; represents management in matters pertaining to the lawful retention of veterans in the VAMC; maintains continuity of functions and provides full medical administrative support during other than normal tours of duty to clinical and admin medical center staff.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 01/23/2026.

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.

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.

(GS 07) 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 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: Basic knowledge of medical center organization, functions, specialties, and programs, i.e., Social Work, Nursing, Laboratory, Radiology, etc.; experience locating and interpreting regulations from a wide range of sources; reviewing data and information for trends, problem areas, and makes recommendations to management to resolve issues; ability to cope with wide variety of problems and to resolve them quickly and decisively; and explain and organize complex issues in writing..

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

To qualify based on education for this grade level you must have 1 full year of successfully completed graduate level education that demonstrates the knowledge, skills, and abilities necessary to do the work of this position.

OR, Combination: Applicants may also combine education and experience to qualify at this level.

You must have an combination of specialized experience and education beyond a bachelor's degree may be used to qualify for the GS 07 level.

(GS 09) 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: experience using a wide range of medical center administrative concepts, principles, and practices; provides technical guidance necessary to meet procedural, legal, and administrative requirements relating to the care and treatment of patients; reviewing data and information for trends, problem areas, and makes recommendations to management to resolve issues; interpreting rules, regulations, policies, and procedures to make sound decisions; and identify and analyze complex problems or situations with a range of variables..

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

To qualify based on education for this grade level you must have successfully completed two years of progressively higher-level graduate education or masters equivalent graduate degree of LL.B.

or J.D., in a related field of the position to be filled. OR, Combination: Applicants may also combine education and experience to qualify at this level.

You must have an combination of specialized experience and education beyond the first year (18 semester hours) may be used to qualify applicants for the GS 09 level..

You will be rated on the following Competencies for this position: Administration and Management Analytical Reasoning Customer Service Legal, Government and Jurisprudence 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 much walking through the medical center with occasionally the requirement to lift objects such as suitcases, clothing, or medical charts.

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 may not be limited to the following: Interprets VA rules and regulations relating to determining legal entitlement to benefits relating to hospital admission; nursing home, dental, domiciliary, Community Care (outside VA), and outpatient care; dental treatment; prosthetic appliances; patient transfer; and beneficiary travel.

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.

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.

May assumes role of Incident Commander at time of incident and implements the facility plan until the designated personnel arrives.

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

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.

Ensures Electronic Health Record (EHR) systems are operational. Notifies appropriate Office of Information Technology (OIT) staff of any incidents.

In a support role can assist as needed in faxing requested medical records to other hospitals, requesting release of information from other hospitals, creating, or cancelling ED appointments in scheduling system, and notarizing advance directive for patients and staff.

Coordinates with VA Police to enter flags in the computer for patients who require an alert, are potentially dangerous or who exhibit disruptive behavior.

Conducts analytical studies on operational processes, issue topics, or related special projects as assigned.

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

After normal business hours data assistance includes work on processing beneficiary travel claims, scanning the 10-10EZ enrollment applications into the VES system, disposition of the registration of veterans, confirming that the veteran has an honorable or general discharge and/or confirm in VIS that veteran has military service established, run reports and analyze gains and losses, Bed Management, and EARR encounters.

Referring requests from the media for information regarding specific events or patients to the designated public affairs official during other than regular business hours, providing administrative guidance and advice to the Medical Officer of the Day (MOD) and other clinical staff concerning administrative matters necessary for the operation of the VA medical facility during other than regular business hours.

The incumbent will assist in any scanning backlogs by scanning medical documentation into the Computerized Patient Record System (CPRS) to ensure patient safety and patient quality of care.

Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met.

Selection at a lower grade level does not guarantee promotion to the full performance level.

Work Schedule: Full Time - Shift Work Covering 24/7, Weekends and Holidays Virtual: This is not a virtual position.

Position Description/PD#: Medical Administration Specialist (AOD)/PD99368-S and PD99385-S Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized