Supervisory Medical Administration Specialist

Full Job Description

This position is organizationally aligned under Patient Administrative Service (PAS), at the Jesse Brown Medical Center (537) Chicago, IL a complexity level 1B VHA facility.

The primary purpose of this position is to manage the PAS Inpatient Operations and Outpatient Scheduling Department which includes the Jesse Brown main facility and CBOCs.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/17/2026.

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-11. 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-11 in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include, but are not limited to: analyzes and resolves a wide variety of problem areas concerning the effectiveness of involved administrative and professional staff activities; identifying and correcting problems as they pertain to capturing accurate workload information; coordinates administrative and clerical activities between PAS and external partners within the VA system and other local affiliates; Conducts internal reviews of all outpatient scheduling support systems, to include Vetext (and future appointment reminder support systems), Cancellation Manager, and VA Online Scheduling; Knowledge of patient care issues and administrative practices, to coordinate and manage inpatient, outpatient, and off-campus services effectively and efficiently.

Provides administrative supervision of the Program Specialists, Supervisory Medical Administration Specialists, Supervisory Medical Support Assistants, Lead Medical Support Assistants, Advanced Medical Support Assistants, and Medical Support Assistants within the assigned service and section.

You will be rated on the following Competencies for this position: Employee Relations Process Control Project Management Teaches Others Technical Competence Vision 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: Physical exertion is limited to walking, climbing, stooping, bending, reaching, and occasionally driving.

Sitting and manual dexterity are required to keyboard for extended periods of time in the execution of administrative duties.

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: The Chief of the PAS Inpatient Operations and Outpatient Scheduling serves as the primary provider of support for their section with responsibility for all functions and operations that support timely and accurate scheduling of veteran appointments and inpatient operations.

Manages and directs the PAS Inpatient Operations and Outpatient Scheduling Section by promoting a positive, efficient, Veteran- focused environment that supports VA mission.

Coordinates administrative and clerical activities between PAS and external partners within the VA system and other local affiliates.

Reports directly to the Assistant Chief of Patient Administrative Service.

Conducts internal reviews of all outpatient scheduling support systems, to include , Vetext (and future appointment reminder support systems), Cancellation Manager, Integrated Scheduling Solutions, Cisco, Veteran Eligibility System, Bed Management System, and VA Online Scheduling to ensure that Jesse Brown's activities comply with VA laws, rules, regulations, Joint Commission standards, VACO directives, and local policies and procedures.

Interprets the laws and directives and provides advisory and technical assistance to medical center staff, top management, timely requests for changes.

Participates in the selection process of new staff by reviewing job applications, interviewing applicants, and is designated as a selecting official.

Ensures employees receive full and proper training associated with their assigned duties. Reviews staff work productivity and quality.

Plans and assigns the work to be accomplished by subordinates, sets short-term and long-term priorities, and prepares schedules for completion of work.

Adjusts the work assignments of subordinates based on priorities, selective consideration of the difficulty and requirements of assignments, and the capabilities of employees. Gives advice. counsel.

or instructions to employees on both work and administrative matters.

Hears and resolves complaints from employees, referring group grievances and more serious, unresolved complaints to a higher-level supervisor or manager.

Encourages participation in training programs, career development, and compliance will annual performance plans. Promotes harmonious working relationships among staff, patients, and the public.

Intervenes when problems regarding patient activity occur.

Provides administrative supervision of the Program Specialists, Supervisory Medical Administration Specialists, Supervisory Medical Support Assistants, Health Administration Specialist on Duty, Lead Medical Support Assistants, Advanced Medical Support Assistants, and Medical Support Assistants within the assigned service and section.

Work Schedule: Monday-Friday 7:30am-4:00pm Telework: Ad-hoc Virtual: This is not a virtual position.

Position Description/PD#: Supervisory Medical Administration Specialist/PD235610 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized