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Supervisory Medical Administration Specialist

Department of Veterans Affairs
Veterans Health Administration
Veterans Health Administration

Summary

The incumbent serves as the Assistant Chief, Outpatient Scheduling. The primary purpose of this position is to provide advice to HAS Leadership related to a complex outpatient medical care program. The incumbent is required to maintain in-depth administrative knowledge and possess complex managerial skills to support access for Veterans with medical and mental health needs.

Overview

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Accepting applications
Open & closing dates
04/08/2026 to 04/15/2026
Salary
$75,374 - $97,991 per year
Pay scale & grade
GS 11
Location
1 vacancy in the following location:
Indianapolis, IN
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
Not Required
Drug test
No
Position sensitivity and risk
Non-sensitive (NS)/Low Risk
Trust determination process
Financial disclosure
No
Bargaining unit status
No
Announcement number
CBSR-12930090-26-SN
Control number
864362100

This job is open to

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Clarification from the agency

Open to current/former Federal employees, Certain Military Spouses, Veterans and Special Hiring Authorities; this includes Career/Career Conditional or Excepted Service (i.e. Canteen, Hybrid, Title 38, etc. that meets interchange agreement requirements).

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Duties

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The incumbent is responsible for determining and implementing recommendations for improved clinic access, ensuring timely scheduling of routine, urgent and emergent clinical appointments for Veterans, as well as matters related to resource allocation, program development, supervision, managing the scheduling processes, policies, and
procedures.

Typical work assignments include:

  • The incumbent serves as the medical administration liaison and point of contact for all CBOCs and Call Centers. The incumbent is responsible for the daily program planning, future planning, and administration of CBOC and Call Center operations.
  • The incumbent manages staffing, budgeting, procuring, and training for the CBOCs and Call Centers. The incumbent participates in HAS strategic planning initiatives in collaboration with other members of the HAS Leadership Team.
  • The incumbent prepares scheduling and call center reports and provides presentations to Deputy Chief/Chief, clinical leadership, and RLRVAMC ELT. Monitors and implements process improvement plans for scheduling and call center metrics.
  • The incumbent is delegated authority under the Deputy Chief to make procedural changes, decisions, workload assignments and commitments within the section. The incumbent assigns work requirements to ensure 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.
  • Assures employees receive appropriate training and are knowledgeable and skillfully trained to perform their associated tasks by providing departmental oversight. Ensures that all subordinate staff attend mandated scheduling training.
  • The incumbent is directly responsible for the personnel management and program management of CBOC and Call Center operations at the RLRVAMC. Specifically, this involves planning, directing, completing, and controlling assigned projects, as well as ensuring compliance with VHA directives, handbooks, etc. in carrying out patient processing and scheduling activities.
  • The incumbent assists in the oversight and management of multiple Fund Control Points (FCPs) utilized for direct patient processing activities in the section.
Work Schedule: Monday - Friday 7:30 AM- 4:00 PM
Position Description/PD#: Supervisory Medical Administration Specialist/PD933720
Financial Disclosure Report: Not Required
Travel Required: Occasional travel may be required as needed for this position.
Telework: Adhoc
Remote: Not Available
Virtual: Not Available

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.
  • Must be proficient in written and spoken English.
  • You may be required to serve a probationary period.
  • Subject to background/security investigation.
  • Selected applicants will be required to complete an online onboarding process.
  • Must pass pre-employment physical evaluation.
  • Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP).
  • 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 identification cards that are not REAL ID complaint cannot be utilized as an acceptable form of identification for employment.

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 04/15/2026.

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.

Specialized Experience: You qualify for the GS-11 grade level if you possess one year of specialized experience equivalent to the GS- 09 grade level or equivalent pay band in the Federal service performing the following duties: Examples of specialized experience include but are not limited to: required to maintain in-depth administrative knowledge and possess complex managerial skills to support access for Veterans with medical and mental health needs. The incumbent is responsible for determining and implementing recommendations for improved clinic access, ensuring timely scheduling of routine, urgent and emergent clinical appointments for Veterans, as well as matters related to resource allocation, program development, supervision, managing the scheduling processes, policies, and procedures.

OR,

Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed 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. None- 1 year equivalent to at least GS-9. TRANSCRIPTS REQUIRED

You will be rated on the following Competencies for this position:


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 but also demands some standing, walking, bending, lifting, and carrying of charts, folders, forms, and miscellaneous supplies to various locations within the HCS for meetings. The incumbent frequently walks to various parts of the health care system including patient care areas.

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.

Education

Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed 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. TRANSCRIPTS REQUIRED.

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: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.

Additional information

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.

VA Healthcare System Serving Ohio, Indiana and Michigan (VISN 10) advocates for a Whole Health System of care in each of the Medical Centers. This is an approach to healthcare that empowers and equips people to take charge of their health and well-being and live their lives to the fullest. As an employee operating in a Whole Health System of care, you will operate in a model with three core elements, seeking to create a personalized health plan for each Veteran. This is done in the context of healing relationships and healing environments and a connection back to the Veteran's community. This aligns with the Veterans Health Administration (VHA) Mission Statement to Honor America's Veterans by providing exceptional health care that improves their health and well-being.

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.

NOTE: You must include qualifying specialized experience in mm/yyyy to mm/yyyy format on your resume and indicate Full-Time or Part-Time (if Part-time, must include # of hours worked per week). AND, if you have held a Government position, that position's grade level MUST be listed on your resume.

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.

Veterans Health Administration

OUR MISSION: To fulfill President Lincoln's promise "To care for those who have served in our nation's military and for their families, caregivers, and survivors" - by serving and honoring the men and women who are America's Veterans. How would you like to become a part of a team providing compassionate whole health care to Veterans?

The Richard L. Roudebush VA Medical Center is a tertiary care facility classified as a Clinical Referral Level 1a Facility. The Indianapolis based VA Medical Center is a teaching hospital, providing a full range of patient care services, with state-of-the-art technology as well as education and research. Comprehensive health care is provided through primary care, Community Based Outpatient Clinics and tertiary care including numerous specialty clinical programs. This facility is affiliated with the Indiana University School of Medicine, providing a platform for educational services for students, interns and residents. The medical center provides clinical education services for many additional professional and healthcare related training programs.

Agency contact information

Shawnta Newman
Phone
317 217 0559
Email
shawnta.newman@va.gov
Address
Richard L Roudebush VA Medical Center
1481 West Tenth Street
Indianapolis, IN 46202
US

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