Supervisory Medical Administration Specialist

Full Job Description

The position resides within the Primary Care Service, and reports to the Chief of Primary Care Service and oversees clerical and technical work of all Medical Support Assistants for the service, The incumbent independently performs a variety of administrative and technical assignments associated with maintaining and supporting the administrative operations of the program for the Service.

This work includes program/operations management, customer service, and personnel management.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 04/02/2026.

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 as described below: GS-11 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: Planning, developing coordinating, implementing, directing and controlling the overall administrative/clerical activities and functions in a health care setting; and supervising and training support staff, including assigning work to subordinates based on priorities, evaluating work performance, and identifying developmental and training needs for employees..

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, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond GS-11.

You will be rated on the following Competencies for this position: Customer Service Managing Human Resources Organizational Awareness Problem Solving 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 basically sedentary, but the incumbent may be subject to stressful situations due to short turnaround timeframes required by requests from Public Affairs, the Joint Planning Office, the Office of the Chief, BDMS, or the VANCHCS Director's Office.

The incumbent may be required to work long hours and irregular shifts. Some walking, standing, bending and carrying items such as books, papers and computer records are also required.

There may be some driving of an automobile to various site locations within the VANCHCS.

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/.

You will be rated on the following Competencies for this position: Customer Service Managing Human Resources Organizational Awareness Problem Solving 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 primarily sedentary, although some slight physical effort may be required. Some bending, walking, and light lifting may be 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/.

Major Duties:

Duties include but are not limited to: The incumbent is responsible for analyzing the administrative workflow and problems to establish and develop standard operational procedures that ensure proper functioning of all health administrative components within Primary Care.

The incumbent is responsible for evaluating the effectiveness of the accomplishments toward the mission and goals of the Primary Care Service.

The incumbent makes recommendations for all resource allocation decisions including, FTE ceiling, hours of duty, salary budget, supply budget, equipment budget, and space utilization for all Medical Support Assistants positions within the service.

The incumbent serves as the primary liaison with Benefits and Data Management Service (BDMS) to coordinate and deconflict the actions of Primary Care Medical Support Assistants in relation to all other Medical Support Assistants within the health care system.

The incumbent responds to external inquiries to include but not limited to; congressional inquiries, White House Hotline, Office of the Inspector General, and management inquiries (both orally and in writing) and act as Congressional Liaison, as appropriate.

Work Schedule: Monday - Friday 8:00am - 4:30pm Telework: Ad-hoc Position Description/PD#: Supervisory Medical Administration Specialist/PD612-02337-O