Supervisory Medical Administration Specialist

Full Job Description

The VA Northeast Ohio Healthcare System is recruiting for a Supervisory Medical Administration Specialist.

The Supervisory Medical Administration Specialist will function in the Office Of The Chief section within the Patient Care Administrative Service.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 04/14/2026.

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-13 position you must have served 52 weeks at the GS-12. 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.

Applicants must be eligible under the VA Interchange Agreement, having served continuously for at least one year in the other merit system under this interchange agreement.

For more information regarding the VA Interchange Agreement please visit: https://www.opm.gov/policy-data-oversight/hiring-authorities/competitive-hiring/.

All Title 38 Veterans Canteen Service (VCS) employees must have served in their Excepted Service position for at least 90 days in order to be eligible for a position within the Competitive Service.

Applicants who were previously selected under a Competitive Delegating Examining Office (DEO) announcement must have served in their position for at least 90 days prior to being eligible for other positions within the Competitive Service.

You may qualify based on your experience as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-12 in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include, but are not limited to: Providing counseling or feedback on performance and disciplinary issues to improve or maintain employee performance; utilize appropriate problem-solving methods and techniques, evaluate training needs of subordinates to encourage growth and career development of employees; assign work to subordinate employees based on priorities, difficulty of assignment, and capabilities of employees; ability to Interpret, develop and implement administrative local policies and national directives; knowledge of developmental goals, standards, performance plans and performance appraisals.

Prepare reports, maintain records of work accomplishments and administrative information.

Skill in social, political, and technological systems; knowledge of organizational programs, policies, procedures, rules, and regulations; determines objectives and set priorities, with the ability to make sound, well-informed, and objective decisions.

Preferred Experience: Extensive experience in healthcare administration, coordinating services, and managing medical records and documentation.

Proven ability to assist with medical administration programs, ensuring regulatory compliance and achieving performance targets.

Strong collaboration with clinical and administrative leaders to align operations and drive performance improvement. Proficient in electronic health records (EHR) systems and regulatory standards.

Excellent communication, organizational, and problem-solving skills.

You will be rated on the following Competencies for this position: Communications Organizational Awareness Conflict Management Strategic Thinking Administration and Management Decision Making Partnering Team Building Teaches Others 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 Assistant Chief routinely goes to most sections and buildings, including offices, clinics, wards, laboratories and the morgue during the course of each shift.

The incumbent must be able to independently access every area of the Medical Center.

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 of the Supervisory Medical Administration Specialist include but are not limited to: Serves as principal advisor for administration and management of the service sections.

Works in close collaboration with the Chief to provide workload statistics.

Advises appropriate staff on fund shortages, makes recommendations regarding funding or program adjustments, promotes cost consciousness, and identifies areas in which savings are possible.

Resolves matters involving operations of the Patient Care Administrative Service program.

Responsible for the Health Information and Data Management requirements of PCAS, including interpretation of basic policy and procedural issues.

Reviews the work of subordinates to ascertain if work produced or decisions made are consistent with current procedures and directives and quality of work produced, meets or exceeds existing standards.

Evaluates the need for further instruction and/or training of employees and is responsible on his/her own initiative in recognizing problems and to interpret for others the impact of conditions regarding specific problems or projects.

Maintains contact with the Veterans Service Organizations, the State of Ohio through their County Services Officers, Office of Regional Counsel and others via telephone, personal meetings and written correspondence and recommends solutions to particular questions.

Responsible for the administrative functions relating to the care of the veterans in the Ohio Veteran's home.

Furnishes information to the Chief PCAS in relation to planning needs and participates very closely and at a highly responsible level in overall planning.

Attends staff meetings and acts for the Chief, PCAS, when required, on questions raised by the Director or other management officials regarding basic PCAS problem requirements.

Holds discussion within the service and with other interested services on budget, space, staff, staff requirements, procedural studies, training policies and promotion policies.

Approves time for the employees in his/her assigned area and acts as the approving official in the absence of the Service Chief.

Provides technical and administrative supervision to a unit of 370 employees that consist of Title 38, Title 5, and Hybrid positions.

Responsible for assisting with medical administration programs and providing technical and administrative support for the medical facility.

Works in close collaboration with clinical and administrative service line leadership to ensure compliance with relevant performance targets and appropriate regulatory guidance.

Provides for maintenance of data related to budget and expenditure estimates.

Work Schedule: Monday - Friday, 8:00am - 4:30pm Position Description/PD#: Supervisory Medical Administration Specialist/PD9006O Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): No Approved Permanent Change of Station (PCS): Not Authorized