Supervisory Medical Administrative Specialist

Full Job Description

This position is located within Health Administration Service (HAS) at the Salt Lake City VA Health Care System.

The incumbent serves as the Assistant Scheduling and Auditing Section Manager (Assistant Scheduling Manager).

The incumbent provides technical advice and expertise concerning patient processing and scheduling activities for Primary Care at VHASLC Medical Center and all community outpatient clinics within the catchment.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/25/2026.

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-9 position you must have served 52 weeks at the GS-7. For a GS-11 position you must have served 52 weeks at the GS-9.

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: GS-9 Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-7 in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include, but are not limited to: Scheduling and Auditing, Advising stakeholders concerning patient processing, all outpatient scheduling oversight, and scheduling audits for CBOCs and Primary Care at the CBOC locations; answering inquiries related to patient scheduling activities, and ensure compliance with all VHA directives, handbooks, guidelines, and/or policies related to patient scheduling activities, Policy and procedure development and communication to staff, with implementation of applicable VHA Directives.

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

To qualify based on education for this grade level you must have a Master's or equivalent graduate degree or 2 full years of progressively higher level graduate education leading to such a degree 2 full years of progressively higher level graduate education leading to such a degree or LL.B.

or J.D., 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 a Master's degree.

GS-11 Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-9 in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include, but are not limited to: Scheduling and Auditing, Advising stakeholders concerning patient processing, all outpatient scheduling oversight, and scheduling audits for CBOCs and Primary Care at the CBOC locations; answering inquiries related to patient scheduling activities, and ensure compliance with all VHA directives, handbooks, guidelines, and/or policies related to patient scheduling activities, Policy and procedure development and communication to staff, with implementation of applicable VHA Directives; Employee Relations/Labor Relations (Disciplinary and Adverse Actions); Plan work to be accomplished by subordinates, set, and adjust short and long-term priorities' Set schedules and timelines for completion of work; Assign work to subordinates based on priorities, selective consideration of the difficulty and requirements of assignments, and the capabilities of employees.

OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a Ph.D.

or equivalent doctoral degree, or 3 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 a Master's degree.

You will be rated on the following Competencies for this position: Administration and Management Analytical Reasoning Communication Employee 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: The work is primarily sedentary, although some slight physical effort may be required. May require walking and/or driving between various clinics.

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 but are not limited to the following: Serves as a point-of contact for supervisors and staff scheduling outpatient services to assist in answering inquiries related to patient scheduling activities, and ensure compliance with all VHA directives, handbooks, guidelines, and/or policies related to patient scheduling activities.

Works closely with Primary Care leadership, Business Managers, and PCMM Coordinators to ensure resources and processes align with the PACT Handbook and other associated directives and policies.

Analyzes data generated from a variety of sources ( e.g.

VSSC, Pyramid, PCMM, Corporate data warehouse, VISTA, Austin data files), to identify and report by section, clinic or other data characteristics for significant process changes and adherence to the systems re-design principles.

Serves as a liaison between HAS leadership, medical center management, service chiefs and front-line employees at the CBOCs by identifying and initiating corrective actions, such as training to achieve improved clinic access.

Responsible for the daily program planning, future planning, and administration for all Primary Care and CBOC outpatient scheduling.

Establishes operating guidelines, assigns work requirements, ensures adequate coverage/staffing is available, coordinates activities, maintains workflow, ensures consistency in system operations, and resolves complex technical work issues not covered by established policies and/or VHA directives.

Responsible for the recruitment of supervisory personnel within Primary Care and CBOC scheduling teams in SLCHCS and will directly mentor and ensure leadership and supervisory training development of these staff occurs during each fiscal year.

Policy and procedure development and communication to staff, with implementation of applicable VHA Directives.

Assign work to subordinates based on priorities, selective consideration of the difficulty and requirements of assignments, and the capabilities of employees.

Give advice, counsel, or instruction to employees on both work and administrative matters.

Identify developmental and training needs of employees, providing or arranging for needed development and training. Find ways to improve production or increase the quality of the work directed.

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 through Friday, tour of duty hours will be determined by supervisor Telework: This position may be authorized for telework with Ad-hoc approval at supervisors discretion Position Description/PD#: Supervisory Medical Administrative Specialist/PD147420 Relocation/Recruitment Incentives: Not authorized Critical Skills Incentive (CSI): Not approved Permanent Change of Station (PCS): Not authorized