Supervisory Medical Administration Specialist (Chief, Ward Administration)

Full Job Description

This position functions as a Supervisory Medical Administration Specialist (Chief of Ward Administration) Section of the Health Administration Service (HAS) at the Bay Pines VA Healthcare System (BPV AHCS).

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/06/2026.

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-11 position you must have served 52 weeks at the GS-09. 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 s described below: 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: : Knowledge and experience of regulations, directives, and policies that govern the overall administration of VA benefits, Enrollment, Eligibility, Bed Control, Beneficiary Travel, Decedent Affairs, Transfer Coordination, Customer Service, Ward Administration, Health Administration Service software management, Scheduling and Clinic Cancellations, Insurance Scanning, Electronic Waiting List management, Pre-Registration, and Admissions.

Knowledge and experience of performance improvement concepts and ability to lead and facilitate teams.

Ability to use monitors to identify problem areas, errors, and/or lack of efficiency for improved effectiveness in operations.

The Supervisory Medical Admin Specialist must have knowledge and experience of both qualitative and quantitative analytical techniques, such as flowcharting work processes, graphing, charting productivity, and conducting cost-benefit, workload, and staffing analyses.

Knowledge and experience of local hospital policies and programs concerned with equal employment opportunity, merit promotion, labor-management relations, rewards and recognition and position management.

Knowledge and experience of HAS software programs and options, Microsoft Word, PowerPoint, Excel, and Outlook email systems to prepare effective reports, presentations and communication knowledge and experience of the consult package, specifically knowing how to initiate consult tracking options, adding administrative comments to consults, and when and how to administratively close consults.

OR Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a Ph.D.

or equivalent doctoral degree or 3 full years of progressively higher level graduate education leading to such a degree or LL.M., if related.

NOTE: Transcripts (unofficial or official) must be submitted with your application materials. Education cannot be credited without documentation.

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 .

NOTE: Transcripts (unofficial or official) must be submitted with your application materials. Education cannot be credited without documentation.

You will be rated on the following Competencies for this position: Communication Creativity and Innovation Decision Making Quality Assurance 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 performed in an office setting, with some traveling to conferences/training, CBOCs (to train, audit staff), and Military Treatment Facilities (to perform outreach activities to the returning service members).

The work involves extensive use of the telephone and the computer. In addition, the incumbent will often have to walk, stand, bend, and carry light items, such as papers, files, books, supplies etc.

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 not limited too: Responsible for ensuring completion of administrative functions and providing management support activities to inpatient wards and the following inpatient bed services: Medicine, Surgery, General Medicine, Psychiatry, Hospice and observations status beds.

Integral part in development and implementation of program needs within the Emergency Department and Ward Administration.

Through active personal participation, this individual develops and uses acceptable work standards to ensure the quality and quantity of staff performance.

Assist in special projects or analytical studies or problem areas; conducts investigations and/or systematic reviews of Ward Administration and Emergency Department operations; prepares work flow charts, work standards, and staffing recommendations.

Assists in establishing written procedures and special instructions for non- routine and complex assignments.

Through the application of management analysis techniques, he/she promotes a consistent utilization of management principles and practices.

Develops and maintain collaborative relationships physicians, service chiefs and other medical center staff at all organizational levels, to ensure that patient movements occur in a timely fashion, admission, discharges, transfers to VA-facilities and NON-VA facilities.

Participates in the developments, organization of educational and orientation programs for medical center staff in areas relevant to management of information.

Oversee the planning and coordination of training and the orientation of all new employees for the Ward Administration and Emergency Department Section as required by HAS policy.

Analyzes, interprets and trends findings of quality improvement monitors. Prepares monthly and quarterly reports for presentation for the medical staff and medical center management.

Responsible for coordinating, directing, and assuring quality management of the administrative activities related to inpatient care in acute medical/surgical, psychiatry, intensive care, intermediate, extended care, outpatient care, and emergency department.

Work Schedule: Monday - Friday 8:00am-4:30pm Position Description/PD#: Supervisory Medical Administration Specialist (Chief, Ward Administration)/PD000000