Supervisory Medical Administrative Specialist

Full Job Description

Patient Business Services is seeking a Supervisory Medical Administration Supervisor.

The flexibility needed for this function necessitates that the incumbent has a solid background in program management and analytical skills, as well as knowledge of services and programs provided by the Chalmers P.

Wylie Ambulatory Care Center. To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/18/2026.

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.

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: Managing and standardizing healthcare administrative operations such as scheduling, patient registration, eligibility processing, referral coordination, insurance capture, and call center workflows.

Implementing new or updated scheduling systems, revenue cycle tools, and customer service monitoring programs.

Coordinating staff, logistics, and communication materials for community outreach is required, along with developing strategies to increase organizational visibility.

Planning, directing, evaluating, and marketing activities within a patient contact center and overseeing scheduling processes across multiple clinical sites in collaboration with multidisciplinary services.

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 3 full years of progressively higher level graduate education leading to such a degree Combination: Applicants may also combine education and experience to qualify at this level.

You must have an combination of specialized experience and education beyond a master's degree or equivalent.

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 mostly sedentary; however, some walking and climbing is required to review activities outside the office and to attend committee meetings 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:

Ensures continuity of standards and processes related to scheduling, cancelling, rescheduling appointments, patient registration, check in/out of patients, referral management for specialty care, insurance capture, processing of beneficiary travel, eligibility application processing, decedent affairs, and call center operations.

Serves as the point of contact for implementing new and revised programs through the Scheduling Oversight Committee, Call Center customer service monitoring program, Insurance Card Capture, Revenue Cycle system and any new scheduling software packages (updates and new software).

Works independently to coordinate staff, communication materials, and logistics for community outreach events and will facilitate multiple scheduled outreach events within the VAACC catchment area.

This includes oversight and coordination of all written and exhibit materials that reflect the VAACC in an accurate manner and further the facility's mission.

Incumbent will identify outreach opportunities and develops and implements initiatives and strategies to maximize exposure of the VAACC to veterans.

The incumbent independently manages all aspects of the Patient Contact Center by planning, developing, evaluating, controlling, directing and marketing activities in multiple programs related to the Contact Center to include community care, and oversight of complex scheduling activity for the Ambulatory Care Center and the four geographically separated Community Based Outpatient Clinics (CBOCs).

The incumbent works with other services within the VAACC, including, but not limited to: Patient Business Office, Medical Service, Surgery Service, Care Management & Social Work, Nursing, Community Care Service, Voluntary Service, Primary Care, Behavioral Health, and Physical Medicine & Rehabilitation Services.

Performs administrative work as an administrative specialist. Has full responsibility for organizing, planning, and directing work related to scheduling within Chalmers P. Wylie Ambulatory Care Center.

Ensures delegated staff responsibility for formulating plans, evaluating, and coordinating the day-to-day administrative management of the Ambulatory Care Program of Patient Business Services.

Work includes management of several benefits programs and staff involved in providing administrative support to Primary Care, Specialty Care, Contact Center and Behavioral Health.

Performs analytical and evaluative work associated with ambulatory care program activities.

Develops, analyzes, evaluates, advises on, and improves the effectiveness of work methods and procedures, organization, manpower utilization, distribution of work, delegations of authority, management controls, information and documentation systems, and similar functions of management.

Provides input on Service resource needs including staffing, equipment, and space.

Works directly with supervisors and management in other Services including Surgery Services, Specialty Care Clinics, and other areas of Chalmers P. Wylie Ambulatory Care Center.

Interacts with Veteran patients in ways appropriate to the cognitive, physical, emotional, and chronological maturity and ability of the group served.

Categories served: Adult 18-64 and Older Adult 65+.

Work Schedule: 7:30am to 4:00pm or 8:00am to 4:30pm Telework: This position is eligible for Ad-Hoc telework (per agency need.) Virtual: This is not a virtual position.

Position Description/PD#: Supervisory Medical Administrative Specialist/PD93073-0 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized