Supervisory Medical Administration Specialist
What you'd do
The Assistant Chief, Health Administration Service, has full management responsibility for enrollment, eligibility, and registration functions, administrative and technical support in direct patient care areas, emergency and after-hours administrative operations, decedent affairs, telephone operations, veteran transportation, beneficiary travel and data validation to ensure timely, accurate workload reporting.
Major duties
Program & Operations Management Responsible for directly and through subordinate section chiefs and supervisors, planning, organizing and implementing programmatic areas and evaluation of operations in his/her areas of responsibility. Formulates and issues policies relating to the broad area of patient administration. Develops and maintains a comprehensive patient administration program, providing services and technical counsel necessary to meet the procedural, legal and administrative requirements relating to the care and treatment of patients and to achieve maximum utilization of treatment and care facilities. Provides a positive administrative environment in which the clinical staff can provide the best possible care for the patient with an awareness of the administrative and budget impact. Develops both long and short-range plans for Business Office by coordinating the medical administration needs of the Service. Responsible for making and implementing decisions directly affecting patient care. Develops, evaluates, and modifies organizational structure and systems to achieve program goals. Participates in the analysis and interpretation of workload and other data used in resource planning. Serves as the subject matter expert for all medical center staff concerning eligibility and enrollment for medical care, provides recommendations to top management concerning budget issues related to enrollment and has full implementation responsibility. Implements administrative and clerical procedures to ensure expeditious and efficient processing of work and in-service training. Conducts utilization studies, analyses and evaluations including the facility workload report provided to executive staff monthly. Provides administrative processing necessary for admissions, discharges and transfers of patients, the furnishing of pre and post hospital care, the disposition of deceased patients, their funds, and effects, furnishing of authorized services and supplies to indigent patients, scheduling of services, and arranging for other prescribed patient related services, and the custody and issuance of patients' funds. Contacts with representatives of Service Organizations, congressional offices, and other state, federal and community agencies. Represents the Medical Center through presentations at public functions, participation in community programs affecting veterans, and attendance at special meetings or educational presentations involving respective areas of responsibility. Establishes, implements, controls and reviews administrative procedures involved in the preparation, maintenance, and custody of patient records. Participates in the annual budget planning process for operation of administrative activities. Develops forecasts of patient service demands, ensuring accuracy and reflecting a wide variety of services. Supervisory Responsibilities Supervises, advises, and provides counsel to employees regarding policies, procedures, and directives of management. Selects or recommends selection of candidates for vacancies, promotions, details, and reassignments in consideration of skills and qualifications, mission requirements, and EEO and diversity objectives. Periodically reviews position descriptions to ensure accuracy, and the most effective utilization of personnel resources. Explains classification determinations to subordinate employees. Develops, modifies, and/or interprets performance standards for all supervised employees. Explains performance expectations to employees and provides regular feedback on strengths and weaknesses. Recognizes and takes action to correct situations posing a threat to the health or safety of subordinates. Applies EEO principles and requirements to all personnel management actions and decisions, and ensures all personnel are treated in a manner free of discrimination. Performs other duties as assigned. Work Schedule: Monday through Friday 8:00am- 4:30pm Telework: Ad-Hoc Virtual: This is not a virtual position. Position Description/PD#: Supervisory Medical Administration Specialist/PD38292O
What you need to qualify
To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 07/15/2026. 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-12 position you must have served 52 weeks at the GS-11. 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 as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-11 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Comprehensive knowledge and ability to accurately interpret directives/guidelines (e.g., public laws; United States Code; Code of Federal Regulations; VHA directives; local system policies) governing both administrative and financial responsibilities. Knowledge of formulation, execution and evaluation of the budget requirements of assigned programs. Identifying, coordinating, and conducting training in leadership, work management, performance evaluation, medical records budget, and other related patient administration activities. Providing technical and administrative supervision to supporting staff in a medical clinic or hospital. Utilizing various software programs to gather, assemble, and analyze a variety of complex data in order to identify workload trends, areas of financial vulnerability, and various policies and procedures for appropriateness and compliance. Applying analytical and evaluative methods and techniques concerning efficiency and effectiveness of program operations. Working knowledge of medical terminology in order to effectively communicate with clinical staff You will be rated on the following Competencies for this position: Administration and Management Decision Making Organizational Performance Analysis Planning and Evaluating 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 basically sedentary, but the incumbent may be subject to stressful situations due to short turnaround timeframes required by requests from Public Affairs, the Joint Planning Office, the Office of the Chief, or the Director's Office. The incumbent may be required to work long hours and irregular shifts. Some walking, standing, bending and carrying items such as books, papers and computer records are also 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/.
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