Supervisory Medical Administration Specialist

Full Job Description

This position is located at Castle Point in the Health Administration Service (HAS) under either section of Outpatient Services or Member Services reporting to the section supervisor.

Incumbent is a working supervisor, responsible for to coordination and supervison of all activities with the daily and long range operation of HAS.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 02/26/2026.

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. 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-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: demonstrated responsibility for overall and daily operational administrative program oversight of outpatient services, working closely with subordinate personnel to ensure consistent quality customer service and accurate information provided to all patients, coordinating and providing training and reference material on specific clinic issues and initiatives and maintaining sufficient staffing levels to enable clinics to run efficiently.

OR, Education: Applicants may substitute education for the required experience.

To qualify based on education for this grade level you must have a masters or equivalent graduate degree or two full years of progressively higher level graduate education leading to such 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 ???????the first year of graduate level education and specialized experience as described above, to meet the total experience requirements.

The education portion must include graduate courses that demonstrate the knowledge, skills, and abilities necessary to do to the work of this position.

This education must have been obtained in an accredited college or university..

You will be rated on the following Competencies for this position: Administration and Management Communications Technical Competence 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:

Personnel/Program Administration:Incumbent plans time schedules to cover areas of responsibility, approves and certifies time of assigned employees.

Incumbent develops realistic annual performance plans with appropriate standards and manages the annual performance appraisal process and submits them timely in accordance to agency policy.

Incumbent effectively deals with employee performance issues and takes appropriate actions; including counseling of employees, recognizing and praise of positive performance and addressing areas where improvement is needed.

Incumbent may be required to be a COR (Contracting Officer Rep) and must have knowledge and is responsible for training their employees on all Health Administration computer software packages and external programs, i.e.

Call Center Phone system and monitoring process, CPRS, VISTA, GUI, TMS, ICB, Vetlink, VIC, HINQ, HEC, VIS, VATAS, KIOSK system, etc.

Resources/Equipment/Space Utilization Program Planning:Incumbent analyzes the necessary human resources, equipment and space needs to effectively support the mission of their area within Health Administration Service.

Supports planning efforts in implementing new logistical arrangements aimed at performance improvements.

Incumbent considers the facility's strategic goals of maximizing current and future resources, improving clinical delivery and continuum of care, promoting a positive image and continuous customer service satisfaction within the Medical Center.

Incumbent plays a critical support role in developing and coordinating internal review systems to assure that both clinical and administrative activities are in compliance with the agency and the accrediting regulatory requirements.

Evaluates Program/Monitors Data/Reports:Incumbent is expected to continually and systematically evaluate assigned operations and to make necessary recommendations to ensure conformance with standards and established goals.

Incumbent analyzes data and identifies trends and concerns of issues and opportunities for improvement.

He/She develops and/or maintains a system of internal reviews/audits and a quality assurance program to ensure all programs operate at a high level of effectiveness that ensures compliance with standards at all accrediting, regulatory and agency authorities.

The incumbent prepares recurring and non-recurring statistical reports for presentation to their assigned supervisor, Chief of HAS and/or Medical Center leadership staff.

Incumbent conducts studies to collect data on patient demand, workload trends and compiles data reports for presentation.

Implements changes where possible, initiate work orders, training and process improvement along with other actions necessary to improve customer relations.

Incumbent works with superiors and leadership personnel to ensure quality assurance issues pertaining to the service are documented and appropriate follow-up actions occur regarding any problem or recommendation found or made as a result of the service's activities.

Performs Liaison, Communication:Acts as a liaison or handles communication with person(s) and/or groups, both internally and externally of our organization or service.

Incumbent maintains liaison and communications with Veterans, their families and other persons and groups speaking for the principal on administrative issues.

Incumbent receives and listens to complaints and grievances from Veterans or from individuals on behalf of Veterans.

Makes inquiry into patient complaints, initiates action and resolves the issue, whenever possible.He/She refers unusual cases to their designated supervisor and/or Patient Advocate when they are unable to resolve the issue.

Incumbent performs other related duties as assigned. Work Schedule: Monday - Friday, 8:00am-4:30pm Virtual: This is not a virtual position.

Position Description/PD#: Supervisory Medical Administration Specialist/PD02658A Relocation/Recruitment Incentives: Not Authorzed Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized