Supervisory Medical Administration Specialist

Full Job Description

Position is located in the Department of Veterans Affairs, Veterans Health Administration (VHA), at the Rocky Mountain Regional VA Medical Center (VAMC) in the Health Administration Service (HAS).

This is a Supervisory Management (Business Office Manager) position and the primary purpose of the position is to advise the Chief/Deputy, Health Administration Service, as well as other management concerning patient administration and legal eligibility issues concerning the operation of the section.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/04/2026.

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-09 position you must have served 52 weeks at the GS-07 and 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.

You may qualify based on your experience and/or education as described below: GS-09: Specialized Experience GS-09: You must have one year of specialized experience equivalent to at least the next lower grade GS-07 in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include, but are not limited to: Subject matter expert on all enrollment administrative issues for clerks, medical staff, first-line, middle and senior facility management officials of the ECHCS.

Train staff involved in eligibility.

Administration of these programs will include daily analyzing of the benefit utilization and implementing the extensive body of VA and DoD regulations, rules, policies, procedures and practices associated with inpatient/outpatient activities, as well as veteran/ patient entitlement and benefits programs, which include, but is not limited to, Champ VA, Tricare sharing agreements, Health Care Finance Administration (HCFA) requirements and guidelines, Medicare, and contract services, to ensure that clinical services are provided to eligible beneficiaries.

Experience as a fully functioning manager in contributing to top management policy and decision-making processes of significant importance to the operation of various programs Knowledge in establishing procedures to ensure all "front-line" employees involved with Veterans patient contact during the intake and enrollment process receive training and regular status briefings on the enrollment process and health benefits Administration.

Knowledge is necessary for determining eligibility for VA health care benefits, The Uniform Benefits Package, and VA National Enrollment and non-veteran and/or sharing agreement benefits.

Coordinates inpatient/outpatient activities and administers a variety of veteran/patient entitlement and benefits programs OR, Education: Applicants may substitute education for the required experience.

To qualify based on education for this grade level you must have Ph.D.

or equivalent doctoral degree or 2 full years of progressively higher level graduate education leading to such a degree or LL.M., if related 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 or 3 full years of progressively higher level graduate education leading to such a degree.

GS-11:Specialized Experience GS-11: 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: Subject matter expert on all enrollment administrative issues for clerks, medical staff, first-line, middle and senior facility management officials of the ECHCS.

Train assigned staff involved in eligibility determination on the Enrollment System (ES), Hospital Inquiry (HINQ), Veteran's Information Solution (VIS), Veterans Benefits Management System(VBMS) and/ or SHARE (an application utilized by VBA to manage pending issues on claim data on military verification or service connection (SC) disability information, and other established venues to further determine the veteran's eligibility.

Administration of these programs will include daily analyzing of the benefit utilization and implementing the extensive body of VA and DoD regulations, rules, policies, procedures and practices associated with inpatient/outpatient activities, as well as veteran/ patient entitlement and benefits programs, which include, but is not limited to, Champ VA, Tricare sharing agreements, Health Care Finance Administration (HCFA) requirements and guidelines, Medicare, and contract services, to ensure that clinical services are provided to eligible beneficiaries.

Experience as a fully functioning manager among Service and Section Chiefs in contributing to top management policy and decision making processes of significant importance to the operation of various programs.

Responsible for establishing procedures to ensure all "front-line" employees involved with Veterans patient contact during the intake and enrollment process receive training and regular status briefings on the enrollment process and health benefits Administration Experience is necessary for determining eligibility for VA health care benefits, The Uniform Benefits Package, and VA National Enrollment and non-veteran and/or sharing agreement benefits.

Coordinates inpatient/outpatient activities and administers a variety of veteran/patient entitlement and benefits programs OR, Education: Applicants may substitute education for the required experience.

To qualify based on education for this grade level you must have Ph.D.

or equivalent doctoral degree or 2 full years of progressively higher level graduate education leading to such a degree or LL.M., if related 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 or 3 full years of progressively higher level graduate education leading to such a degree.

You will be rated on the following Competencies for this position: Administration and Management Analysis and Problem Solving Communication Compliance Organizational Development 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: This is primarily a sedentary position, but the work requires some walking, bending, stooping and carrying of light objects such as manuals, documents, etc.

Concentration and sustained performance under prolonged stress is required because of the time factors involved in completion of work assignments within deadlines.

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:

Major duties include but are not limited to: The Supervisory Medical Administrative Specialist is recognized as a fully functioning manager among Service and Section Chiefs in contributing to top management policy and decision-making processes of significant importance to the operation of various programs.

Major program responsibilities within the Section are summarized as follows:- Applicable VISTA Program Management- Enrollment /Comprehensive Eligibility for Health Care Benefits- Admission/Discharge- Ambulance and Beneficiary Travel- Death Details- Interfacility Transfer Coordination- OPT Clinic Administration (NEAR)- Compensation and Pension and other Special Program Examinations (Agent Orange; Ionizing Radiation; Persian Gulf, POW)- Registration (Means Test, Long Term Care Co-payment, Geographic Means Testing)- Applicable Fund Control Management- Fugitive Felon Program The incumbent is able to maintain and improve systems of delivering health care by developing better programs and policies, improving utilization of resources, designing and overseeing needed changes and being a catalyst for positive change and continuous improvement for HAS functions.

Monitors patients' enrollment information to the outpatient clinics ensuring accurate eligibility is reflected and enrollments are active.

Applies a strong working knowledge with eligibility criteria for many different areas, such as, prosthetic devices, medications, dental care, outside referrals and any special procedure, which may be necessary or requested.

Demonstrates the ability to make sound decisions in day-to-day functions of the position.

As a fund control official, exercises fiscal management responsibility in preparing and developing the budgets for various FCPs, in monitoring the FCP's, and determining resource needs and allocation of resources and evaluating their effective use.

Responsible on a day-to-day basis for coordinating and facilitating the function of all services, clinical and administrative, which interface with the Business Office.

Incumbent will conduct various Business Office staff meetings and other various committee meetings.

Makes daily and frequent personal and telephone contact with variety of individuals including physicians, nurses, technical support staff, Veteran patients, and families of patients, and Veteran Service Officers.

"People skills" must be exceptional. Investigates patient complaints on eligibility issues and prepares written response.

Assists Clinical Service personnel in orienting and advising physicians, residents and interns in VA regulations, policies and procedures on patient care medical administration matters and serves as a Team Advocate when current policies impair efficient and effective patient care.

Must analyze, interpret and implement regulations accurately to reflect current operating procedures and is familiar with precedents concerning changes in regulations or policies.

Applies an extensive knowledge of various VHA regulations, policies, handbooks, directives, and procedures. The Incumbent will serve as the Facility Enrollment Coordinator.

The incumbent will be responsible for managing and leading Health Benefits Package programs, Administrative Officer on Duty (AOD), and Emergency Department clerical activities.

Informs employees of all aspects of personnel programs of the VA Eastern Colorado Health Care System, either answering their questions on such matters or obtaining information from specialists when more technical answers are required.

Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met.

Selection at a lower grade level does not guarantee promotion to the full performance level. Work Schedule: Monday - Friday, 8:00am to 4:30pm Virtual: This is not a virtual position.

Position Description/PD#: Supervisory Medical Administration Specialist/PD12509-O and PD12510-O Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Authorized Permanent Change of Station (PCS): Not Authorized PCS Appraised Value Offer (AVO): Not Authorized