Supervisory Medical Support Assistant
What you'd do
The Supervisory Medical Support Assistant (SMSA) manages daily administrative operations, supervises Medical Support Assistants, and ensures efficient patient scheduling and consult management.
Major duties
This position serves within the Supervisory Medical Support Assistant providing leadership, guidance, and administrative oversight to a team of MSAs responsible for delivering high-quality patient support services. The Supervisory MSA ensures adequate staffing coverage, coordinates workflow, and maintains efficient daily operations across clinic areas. Major Duties: The Supervisory Medical Support Assistant (SMSA) leads a team of MSAs, overseeing scheduling, patient check-ins, and consult management to ensure efficient clinic operations. The SMSA manages staffing, coordinates workflow, ensures compliance with policies, provides training, and collaborates with clinical and administrative staff to improve patient access and service-line goals. Call Requirements: May be required to support after-hours or weekend scheduling needs depending on operational demands. Serves as a point of contact for urgent administrative issues affecting clinic operations. Scope of Position: This position is responsible for the supervision of front-line administrative staff and plays a key role in maintaining smooth clinic flow, supporting patient experience, and ensuring timely and accurate scheduling processes. The Supervisory MSA contributes to department planning, staffing coordination, and quality improvement efforts, ensuring consistent administrative support across all assigned areas. Work Schedule: 8:00am-430pm work schedule subject to change upon agency needs. Compressed/Flexible: Not Authorized Permanent Change of Station (Relocation Assistance): Not authorized Pay: Competitive salary and regular salary increases. When setting pay, a higher step rate of the appropriate grade may be determined after consideration of higher or unique qualifications or special needs of the VA (Above Minimum Rate of the Grade). Paid Time Off: 37-50 days of annual paid time offer per year (13-26 days of annual leave, 13 days of sick leave, 11 paid Federal holidays per year) Selected applicants may qualify for credit toward annual leave accrual, based on prior [work experience] or military service experience. Parental Leave: After 12 months of employment, up to 12 weeks of paid parental leave in connection with the birth, adoption, or foster care placement of a child. Child Care Subsidy: After 60 days of employment, full time employees with a total family income below $144,000 may be eligible for a childcare subsidy up to 25% of total eligible childcare costs for eligible children up to the monthly maximum of $416.66. Retirement: Traditional federal pension (5 years vesting) and federal 401K with up to 5% in contributions by VA Insurance: Federal health/vision/dental/term life/long-term care (many federal insurance programs can be carried into retirement) Telework: Ad-hoc Virtual: This is not a virtual position. Functional Statement #: 58677F VA Careers - Medical Support Assistant: https://youtube.com/embed/EE9c4XkaELo Total Rewards of a Allied Health Professional
What you need to qualify
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: United States Citizenship: Non-citizens may only be appointed when it is not possible to recruit qualified citizens in accordance with VA Policy. 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.) 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. 4. Certification. None required May qualify based on being covered by the Grandfathering Provision as described in the VA Qualification Standard for this occupation (only applicable to current VHA employees who are in this occupation and meet the criteria). GS8 Grade Determinations: 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 13 empowering the team to collaborate and resolve problems within a complex systems environment. Reference: For more information on this qualification standard, please visit https://www.va.gov/ohrm/QualificationStandards/. Physical Requirements. See VA Directive and Handbook 5019
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