Supervisory Medical Administration Specialist

Full Job Description

This position is with the Health Administration Service at the VA Hudson Valley Health Care System.

The member's services supervisor is responsible for planning, coordinating and directing a variety of support service functions.Providing full professional and administrative support to higher-level management.

Programs include enrollment & eligibility, admitting, death & details, bene-travel, ambulance contracts, administrative support, office operation, Comp & Pension and Ward administration.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 02/12/2026.

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: 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, coordinating and directing a variety of support service functions that support the mission work of the organization, Knowledge of VA policies, VA directives, operation procedures; ability to accurately interpret directives; Effective skills and thorough abilities in gathering, assembling, and analyzing a variety of complex data; Knowledge and ability to retrieve, track and trend information needed for analysis and reporting; collaborating with facility staff and leadership.

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 orLL.M., if related 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 master's or equivalent graduate degree.

You will be rated on the following Competencies for this position: Accountability Administration and Management Communications Critical Thinking 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 sedentary. It occasionally requires carrying of light objects such as files, books and papers;some walking, standing and bending.

No special physical qualifications are 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:

Program Management: The Incumbent is responsible for compliance with congressional legislation, VHA directives, and/or local system policy relying on knowledge to coordinate necessary changes with the total organizational and operational functions of the system.

Responsible for the analysis of administrative workflow and problems to establish and develop operational procedures to ensure the proper functioning of departmental components.

Recommends changes in policy and procedures.

Uses available data to determine current performance, developing and implementing local performance measures to assess status and determines areas targeted for improved effectiveness and efficiencies of department practices.

Performs continuing evaluation and analysis to assess program effectiveness and to identify areas requiring management attention.

Organizes, compiles, summarizes and analyzes the data collected and develops reports which reflect the scope of activities and identifies trends and opportunities for improvement.

Manages multiple concurrent projects effectively, prioritizing appropriately. Ensures timely and accurate submission of recurring and non-recurring reports.

Incumbent establishes and maintains necessary controls for effective financial management.

Responsible for the overall management and administration of the wards and the facility operation for 24-hour period via a three-shift operation at both campus locations.

Provides oversight and collaborates with subordinate staff to coordinate activities related to inpatient admissions and discharges, some outpatient and inpatient appointment management, final disposition of inpatients, and the entry and reporting of related workload activity.

Acts as the liaison between the Health Administration Service and Medical and Nursing Services for critical administrative management and execution of the admissions and dispositions processes.

Provides higher level oversight and communication to upper management to ensure preplanned discharges are accomplished in a timely manner and that ward administration personnel communicate real-time ward bed status to Bed Control to ensure minimal admission lag-time for patients coming from a variety of locations (Urgent Care and other VA Medical Centers and community health care facilities).

Assist in establishing operational guidelines, assigning work requirements, coordinates activities, resolves technical work problems not covered by established policies and resolves differences between administrative personnel and clinical staff.

Serves on various hospital committees, as appointed by the Assistant or Chief of service in varying capacities, including, but limited to the representation for coverage of both Assistant Chief and Chief, HAS.

Supervision (45%): Provides first- and second-line supervision for HAS staff at both the Montrose and Castle Point campuses of VA HVHCS. Plans work to be accomplished by subordinates.

Sets priorities and prepares schedules for the completion of work.

Assigns work to subordinates based on priorities, selective consideration of the difficulty, the requirements of the assignments and the capabilities of employees.

Identifies the developmental and training needs of employees, providing or making provision for such development and training.

Keeps the HAS Section Chief and/or Assistant Chief advised of any needs or problems identified and works to resolve any conflicts/problems at the lowest level possible.

Acts as a key resource for the Patient Advocate Representative to utilize when dealing with issues concerning Ward and Call Center activity.

Revises work schedules to meet changes in workload and to ensure expeditious handling of priority cases.

Prepares special instructions for non-routine or complex assignments and solves problems related to work supervised.

Incumbent studies, interprets, and adapts new and existing regulations and procedures for reviewing the work of subordinates to determine whether work produced, or decisions made are consistent with established directives.

Budget: Manages resources of over $2 million for the local facility Operators budgetary control points, supplies, and payroll.

Determines, formulates, executes, and evaluates the budgetary requirements of assigned fund control points and programs and submits funded and unfunded requirements with detailed justification as required.

Other related duties as assigned. Work Schedule: 8:00am-4:30pm Telework: This position may be authorized for Ad-Hoc telework. Telework eligibility will be discussed during the interview process.

Virtual: This is not a virtual position.

Position Description/PD#: Supervisory Medical Administration Specialist/PD125940 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized