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Supervisory Medical Administration Specialist

Department of Veterans Affairs
Veterans Health Administration
Veterans Health Administration

Summary

This position is located at Castle Point in the Health Administration Service (HAS) under either section of Outpatient Services or Member Services reporting to the section supervisor. Incumbent is a working supervisor, responsible for to coordination and supervison of all activities with the daily and long range operation of HAS.

Overview

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Accepting applications
Open & closing dates
02/17/2026 to 02/26/2026
Salary
$72,737 to - $94,563 per year
Pay scale & grade
GS 9
Location
1 vacancy in the following location:
Castle Point, NY
1 vacancy
Remote job
No
Telework eligible
No
Travel Required
25% or less - You may be expected to travel for this position.
Relocation expenses reimbursed
No
Appointment type
Permanent
Work schedule
Full-time
Service
Competitive
Promotion potential
None
Supervisory status
Yes
Security clearance
Other
Drug test
No
Position sensitivity and risk
Non-sensitive (NS)/Low Risk
Trust determination process
Financial disclosure
No
Bargaining unit status
No
Announcement number
CBTE-12890891-26-SC
Control number
857913500

This job is open to

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Clarification from the agency

open to current permanent Veterans Health Administration employees.

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Duties

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Personnel/Program Administration:Incumbent plans time schedules to cover areas of responsibility, approves and certifies time of assigned employees. Incumbent develops realistic annual performance plans with appropriate standards and manages the annual performance appraisal process and submits them timely in accordance to agency policy. Incumbent effectively deals with employee performance issues and takes appropriate actions; including counseling of employees, recognizing and praise of positive performance and addressing areas where improvement is needed. Incumbent may be required to be a COR (Contracting Officer Rep) and must have knowledge and is responsible for training their employees on all Health Administration computer software packages and external programs, i.e. Call Center Phone system and monitoring process, CPRS, VISTA, GUI, TMS, ICB, Vetlink, VIC, HINQ, HEC, VIS, VATAS, KIOSK system, etc.
Resources/Equipment/Space Utilization Program Planning:Incumbent analyzes the necessary human resources, equipment and space needs to effectively support the mission of their area within Health Administration Service. Supports planning efforts in implementing new logistical arrangements aimed at performance improvements. Incumbent considers the facility's strategic goals of maximizing current and future resources, improving clinical delivery and continuum of care, promoting a positive image and continuous customer service satisfaction within the Medical Center. Incumbent plays a critical support role in developing and coordinating internal review systems to assure that both clinical and administrative activities are in compliance with the agency and the accrediting regulatory requirements.
Evaluates Program/Monitors Data/Reports:Incumbent is expected to continually and systematically evaluate assigned operations and to make necessary recommendations to ensure conformance with standards and established goals. Incumbent analyzes data and identifies trends and concerns of issues and opportunities for improvement. He/She develops and/or maintains a system of internal reviews/audits and a quality assurance program to ensure all programs operate at a high level of effectiveness that ensures compliance with standards at all accrediting, regulatory and agency authorities. The incumbent prepares recurring and non-recurring statistical reports for presentation to their assigned supervisor, Chief of HAS and/or Medical Center leadership staff. Incumbent conducts studies to collect data on patient demand, workload trends and compiles data reports for presentation. Implements changes where possible, initiate work orders, training and process improvement along with other actions necessary to improve customer relations. Incumbent works with superiors and leadership personnel to ensure quality assurance issues pertaining to the service are documented and appropriate follow-up actions occur regarding any problem or recommendation found or made as a result of the service's activities.
Performs Liaison, Communication:Acts as a liaison or handles communication with person(s) and/or groups, both internally and externally of our organization or service. Incumbent maintains liaison and communications with Veterans, their families and other persons and groups speaking for the principal on administrative issues. Incumbent receives and listens to complaints and grievances from Veterans or from individuals on behalf of Veterans. Makes inquiry into patient complaints, initiates action and resolves the issue, whenever possible.He/She refers unusual cases to their designated supervisor and/or Patient Advocate when they are unable to resolve the issue. Incumbent performs other related duties as assigned.

Work Schedule: Monday - Friday, 8:00am-4:30pm
Virtual: This is not a virtual position.
Position Description/PD#: Supervisory Medical Administration Specialist/PD02658A
Relocation/Recruitment Incentives: Not Authorzed
Critical Skills Incentive (CSI): Not Approved
Permanent Change of Station (PCS): Not Authorized

Requirements

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Conditions of employment

  • You must be a U.S. Citizen to apply for this job
  • Selective Service Registration is required for males born after 12/31/1959
  • Subject to background/security investigation
  • Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued dentification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment.
  • Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP)
As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider:
  • your performance and conduct;
  • the needs and interests of the agency;
  • whether your continued employment would advance organizational goals of the agency or the Government; and
  • whether your continued employment would advance the efficiency of the Federal service.
Upon completion of your probationary period or trial period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 02/26/2026.

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-09 position you must have served 52 weeks at the GS-07. 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:

  • Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-07 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: demonstrated responsibility for overall and daily operational administrative program oversight of outpatient services, working closely with subordinate personnel to ensure consistent quality customer service and accurate information provided to all patients, coordinating and providing training and reference material on specific clinic issues and initiatives and maintaining sufficient staffing levels to enable clinics to run efficiently. OR,
  • Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a masters or equivalent graduate degree or two full years of progressively higher level graduate education leading to such degree. 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 ???????the first year of graduate level education and specialized experience as described above, to meet the total experience requirements. The education portion must include graduate courses that demonstrate the knowledge, skills, and abilities necessary to do to the work of this position. This education must have been obtained in an accredited college or university..
You will be rated on the following Competencies for this position:
  • Administration and Management
  • Communications
  • Technical Competence


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 sedentary. It occasionally requires carrying of light objects such as files, books and papers;some walking, standing and bending. No special physical qualifications are 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/.

Education

A transcript must be submitted with your application if you are basing all or part of your qualifications on education.

Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.

Additional information

This job opportunity announcement may be used to fill additional vacancies.

If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement.

Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.

Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution.

How you will be evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE.

Narrative responses are not required at this time. If you are referred for consideration, you may be asked to submit additional job related information, which may include, but not limited to; responses to the knowledge, skills and abilities; completion of a work sample, and/or contact for an interview. Your resume and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect your rating or consideration for employment.

The Department of Veterans Affairs performs pre-employment reference checks as an assessment method used in the hiring process to verify information provided by a candidate (e.g., on resume or during interview or hiring process); gain additional knowledge regarding a candidate's abilities; and assist a hiring manager with making a final selection for a position.

For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document.

Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion. The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement. Management may use any one or any combination of these methods to fill the position.

It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.

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