SUPERVISORY MEDICAL SUPPORT ASSISTANT
What you'd do
The Supervisory Medical Support Assistant (Supervisory MSA) is assigned to the VA Sierra Nevada Health Care System (VASNHCS) Community Care (CC) Service. The CC Program serves eligible Veteran populations through community providers in a variety of patient care settings such as emergent, inpatient, outpatient, and extended care. The primary responsibility of this position is to supervise and provide leadership for the CC administrative staff.
Major duties
Duties include but are not limited to: Setting performance standards Completing evaluations Initiating action on disciplinary matters Submitting awards Coordinating labor relations Approving/denying leave requests Establishing work schedules Facilitating training and education on the CC program with facility services Reviewing work in progress or upon completion for quality and quantity of work produced by each employee Informing employees about the polices, procedures, and practices of management as they relate to the work of the work areas Informing employees of all aspects of personnel programs of the VASNHCS Informing higher level supervisors of anticipated vacancies, increased workload, or other circumstances to obtain replacements *Performing other duties as assigned Work Schedule: Full Time; Monday - Friday 7:30AM - 4:00PM Telework: Available: Ad-hoc Virtual: This is not a virtual position. Functional Statement #: 654-00121-F Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized
What you need to qualify
Note: Applicants pending the completion of educational or certification/licensure requirements may be referred and tentatively selected but may not be hired until all requirements are met. Basic Requirements: (All applicants MUST posses ALL basic requirements) A. Citizenship: Citizen of the United States. (Non-citizens may be appointed when it is not possible to recruit qualified citizens in accordance with VA Handbook 5005, Part II, Chapter 3, Section A, paragraph 3.g.). B. Experience and Education: (1) Experience: Six months experience of clerical, office, [customer service], or other [administrative] work that indicates the ability to acquire the particular knowledge and skills needed to perform the duties of the position; OR, (2) Education: One year above high school; OR, (3) Experience/Education Combination: Equivalent combination of experience and education are qualifying for entry level for which both education and experience are acceptable. C. Certification: None required. D. Grandfathering Provision: All MSAs employed in VHA in this occupation on the effective date of this qualification standard are considered to have met all qualification requirements for the title, series, and grade held, [which] are [a] part of the basic requirements of the occupation. For employees who do not meet all the basic requirements required in this standard, but who met the qualifications applicable to the position at the time they were appointed to it, the following provisions apply: (1) Such employees may be reassigned, promoted, or [changed to a lower grade] within the occupation. (2) Employees who are appointed on a temporary basis prior to the effective date of the qualification standard may not have their temporary appointment extended or be reappointed, on a temporary or permanent basis, until they fully meet the basic requirements of the standard. (3) If an employee who was converted to [Title] 38 hybrid status under this provision leaves the occupation, the employee loses protected status and must meet the full VA qualification standard requirements in effect at the time of reentry to the occupation. E. Foreign Education: To be creditable, education completed outside the U.S. must have been submitted to a private organization that specializes in the interpretation of foreign educational credentials and such education must have been deemed at least equivalent to that gained in conventional U.S. programs. F. Physical Requirements: See VA Directive and Handbook 5019. G. English Language Proficiency: MSAs must be proficient in spoken and written English in accordance with VA Handbook 5005, Part II, Chapter 3, Section A, paragraph 3.j. Grade Determinations: Supervisory Medical Support Assistant, GS-8 In addition to the basic requirements, applicants must meet the following grade requirements: a) Experience. One year of experience equivalent to the GS-7 grade level - leading or supervising MSAs or equivalent administrative patient support staff in a non-VA medical inpatient, outpatient, or interdisciplinary setting. b) Assignment. Supervisory MSAs at this level plan and direct programs at medical centers and/or satellite outpatient clinics. They have full responsibility for supervising at least one subordinate MSA team leader, supervisor, or equivalent administrative patient support staff in a non-VA medical inpatient, outpatient, or interdisciplinary setting. Assignments at this level include, but are not limited to: evaluating the work of subordinate staff; resolving complex problems to ensure patient services are met; evaluating new products, equipment, and systems to make recommendations for improved operations; identifying educational or training needs; making final decisions on hiring selections; evaluating performance, and taking disciplinary action when necessary. The employee has administrative and professional responsibility for planning and directing the subordinate lead, supervisor, and MSA's activities. Responsible for extracting and analyzing data to provide reports to senior management in support of tracking measures. For all assignments above the full performance level, the higher-level duties must consist of significant scope, administrative independence, complexity (difficulty) and range of variety as described in this standard at the specified grade level and be performed by the incumbent at least 25% of the time. (c) Demonstrated Knowledge, Skills, and Abilities. Candidates must demonstrate all of the KSAs below: i. Ability to provide the full range of administrative and supervisory duties to at least one subordinate MSA supervisor or team leader in a patient support setting which includes assignment of work, performance evaluations, selection of staff, and recommendation of awards and/or advancements. ii. Ability to collaborate, communicate, and demonstrate customer service and interpersonal skills with internal and external customers to ensure quality/continuity of care and ensure compliance with established policies and regulations. iii. Ability to provide briefings, orientations, staff development, and training in a patient support setting. iv. Ability to manage fiscal matters, forecast resource and equipment needs, and identify budget needs. v. Advanced knowledge of managing or leading patient support staff in a clinic. This includes independently utilizing reference sources, decision making, and empowering the team to collaborate and resolve problems within a complex systems environment. Preferred Experience: An ideal candidate should possess at least one year of experience performing the following functions: Supervising and developing administrative or medical support staff, including setting performance standards, coaching, completing evaluations, and administering minor disciplinary actions. Planning, prioritizing, and assigning administrative workloads while ensuring compliance with established policies, procedures, and regulations. Reviewing and monitoring work for quality, accuracy, and productivity, and providing corrective feedback when necessary. Delivering constructive performance appraisals and supporting employee development. Providing high quality customer service, including resolving conflicts and issues professionally. Familiarity with medical terminology and demonstrated proficiency in reviewing and navigating Veteran electronic health records. Ensuring compliance with privacy, security, and data protection requirements, including safeguarding sensitive information. Reference: For more information on this qualification standard, please visit https://www.va.gov/ohrm/QualificationStandards/. The full performance level of this vacancy is GS-08. Physical Requirements: See VA Directive and Handbook 5019
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