Clarification from the agency

This job is open to Status Candidates: Current, permanent employees of the James A Haley Veterans Hospital and satellite offices, those employed by the Department of Veterans Affairs and other federal agencies, people eligible under special hiring authorities. Transfers, Reinstatements, VEOA, CTAP, ICTAP, Non-Competitive Eligible and certain Excepted Service Employees (i.e., Interchange Agreements)

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The Supervisory Medical Administration Specialist serves as a multidisciplinary team leader, formulating strategic objectives for the service and healthcare system to meet evolving needs. The Supervisory Medical Administration Specialist manages workflow on an ongoing basis, analyzes data to enhance scheduling and performance processes, and recommends changes to improve work production and services delivered. Plans and coordinates the orientation and training of new employees as required by hospital policy. Provides and directs ongoing on-the-job training, cross-training, and annual training for all employees under supervision.

Duties Include:

• Distributes workload within various clinic services and ensures work assignments are completed as directed.
• Reviews employee work at various stages to ensure compliance with directives, manages and anticipates overtime for the unit, and communicates related information to the Section Chief Clinic Support Section.
• Monitors workflow activities to ensure performance standards are achieved and manage clinic coverage and the clinic's overtime budget. Develops and communicates staff schedules and contingency plans and conducts frequent reviews of staff work assignments. Arranges and conducts interviews (using PBI), provides competency assessments, and completes performance evaluations.
• Serves as the subject matter expert for Health Administrative scheduling applications, assisting in the identification and resolution of related issues through innovative problem-solving and an in-depth understanding of system processes and procedures.
• Performs administrative data retrieval, including Clinic Access metrics, impacting and assessing numerous clinical areas such as Patient Aligned Care Teams (PACT), Spinal Cord Injury, PT/O, Radiation Therapy Unit, Mental Health, Alcohol and Drug Rehabilitation, Psychology, Geriatrics, Surgical Service, Medicine Services, Specialty Clinics, Lab and Centralized Scheduling.
• Supports workload studies for other services throughout the medical center by providing pertinent data and analysis.
• Coordinates coverage, staffing, training, and the implementation of new initiatives and processes.
• Contributes to the management of clinic ACCESS and intake processes, including patient information management, insurance scanning, performs Regional Counsel third-party verification, and Active Duty/Sharing Agreement intake procedures.
• Develop and introduce new techniques for process improvement, monitoring, reporting, and training, working collaboratively with hospital services to implement strategies that enhance the efficiency and effectiveness of intake and access management processes.
• The incumbent will support team operations during periods of increased workload, staff shortages, or other operational needs. In the absence of another supervisor, this employee will be expected to assist with supervisory duties within that area to ensure continuity of operations and adequate oversight. This includes temporarily assuming supervisory responsibilities as needed, and providing support or guidance to staff until the primary supervisor returns.
• Other duties as assigned.

Performs additional related duties in support of the Clinic Support Section and Health Administration Service as necessary.

Promotion Potential: This position is at a GS-9 Full performance level with no known promotion potential.

Work Schedule: Monday - Friday 8:30am-5:00pm
Position Description/PD#: Supervisory Medical Administration Specialist/PD062100

As a condition of employment, applicants who have not previously completed a supervisory probationary period will be required to serve a one-year supervisory probationary period.

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 identification 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, 10/28/2026.

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. Specialized experience would typically include, but are not limited to:

Qualifying Specialized Experience:

• Plans and coordinates the orientation and training of new employees.
• Staffing, reviewing applicants, performance based interviewing and selection of new employee
• Support and enforce .directives and regulations to ensure standardization.
• Communicates in order to solve problems, coordinate training and exchange information as necessary.
• Provides data to improve scheduling and other performance processes and recommends changes to improve work production and services provided.
• Approving/disapproving/certifying leave and time card reconciliation according to VA policy.
• Develops leave schedules and contingency plans, including cross-training staff, to assure adequate coverage at all times.

OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have:

Master's or equivalent graduate degree, or
2 full years of progressively higher level graduate education leading to such a degree, or
LL.B. or J.D., if related

OR, Combination of Experience & Education: Applicants may also combine education and experience to qualify at this level. You must have an appropriate combination of specialized experience and education.

NOTE: Transcripts (unofficial or official) must be submitted with your application materials. Education cannot be credited without documentation.

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

• Accountability
• Administration and Management
• Customer Service
• Decisiveness
• Flexibility
• Interpersonal Skills
• Leadership
• Organizational Stewardship
• Problem Solving
• Resilience
• Troubleshooting (Electronic Equipment)

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.

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/.

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.