Medical Administrative Specialist

Full Job Description

The Medical Administrative Specialist to the office of the Chief of Staff is responsible to provide administrative and technical direction and manage the Chief of Staff Pay and Retention Program.

This includes physician and dentist recruitment and retention initiatives, Market Pay support and recommendations, and performance pay coordination, along with providing technical guidance, tracking, and quality reviews for compliance with part time physician tour of duties and Variable Work Schedules.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 02/09/2026.

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-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.

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, but are not limited to: Skill in oral and written communication; Skill in applying analytical and evaluative methods and techniques; Broad knowledge of pertinent laws, regulations, policies and precedents; Comprehensive knowledge of medical terminology and procedures to ensure appropriateness of market pay and performance pay recommendations; and skill in using software applications such as word processing and data bases and internet database applications.

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

To qualify based on education for this grade level you must have a 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. (TRANSCRIPT 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 beyond a 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., directly related to the position. (TRANSCRIPT 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/.

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 mostly sedentary; however, walking and stair climbing, bending, stooping, and carrying light weight documents, folders and manuals are required.

Hearing and distinct speech are essential due to the extensive use of the telephone as a means of communication to give instruction and receive information.

The incumbent must possess manual dexterity to enter computer information and prepare files. Mental concentration to meet critical deadlines is essential.

Must be able to open and close 5-drawer file cabinets and retrieve and store large paper files weighing up to 5 pounds. Occasional evacuation down stairway may be required. Major Duties:

Duties may include but are not limited to: Manages a comprehensive medical staff recruitment and retention program, utilizing marketing concepts and results of local and national research on recruitment trends to develop market pay recommendations and performance pay criteria; Coordinates Medical Staff Market Pay Program to include the following: a) coordinate education of Service Chiefs and Administrative Officers on Market Pay panel regulations and processes; b) reviews market pay forms and planning worksheets for each physician or dentist market pay review.

Review includes pay, demographic, and market information; c) coordinates with service chiefs to ensure market pay form information is current and accurate; d) submits all Market Pays from South Texas VA to Chief of Staff or appropriate Executive Leadership Team (ELT) member for signature.

Initiate and submit the personal action in MSS for all approved Bi-annual and other market pay requests; Tracks pay panels through multiple steps and management approval processes to completion; Tracks all bi-annual review due dates of market pays across the South Texas Health Care System; Coordinates Medical Staff Performance Pay Program to include: a) annual review and revision of core and service specific performance pay criteria for the next fiscal year with approval through the Chief of Staff and Director by end of fourth quarter of the current fiscal year annually; b) assist Service Chiefs to develop measurable criteria; c) revision of service specific performance pay worksheets to match criteria; d) roll-up of performance criteria work sheets and official award forms (for previous fiscal year) in October of each fiscal year; e) ensures all award forms are complete with appropriate approvals; f) ensures all award forms are delivered to Human Resources for coding prior to November 1st.

Coordinates Chief of Staff certification memos on performance pay communication and goal assessment as required.

Reviews VHA Handbooks and other regulations to ensure new regulations are implemented for Market Pays, performance pay, and physician tour agreements; Develops and provides reports as requested by the Chief of Staff and other Executive Leadership Team members including the Director; Performs research by collecting data from multiple resources and data bases to analyze current market trends in physician salaries.

Utilizes this analysis to make recommendations to Service Chiefs and Executive Leadership Team as the approving official on an appropriate salary for the physician market pay.

Recommendation is based on current VA trends and non-VA local market salaries; Assist Services with creating algorithms for appropriate market pay for each specialty.

Provides analysis and recommendation based on correlated data and COS guidance and past practice of market pay approval; Performs other duties as assigned.

Work Schedule: Monday - Friday, 8:00am - 4:30pm Telework: Available ad-hoc. Virtual: This is not a virtual position.

Position Description/PD#: Medical Administrative Specialist/PD00587A Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized