Clarification from the agency

This is an internal job announcement. Open to current and permanent VA employees. Bay Pines VA Healthcare System and its Community Based Outpatient Clinics (CBOC's) employees will be given First Area of Consideration.

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The Supervisory Medical Support Assistant conducts program analysis studies and evaluations for situations that affect the orderly and efficient processing of the VACC Program. Assignments at this level include, but are not limited to the following:

• The supervisor is responsible for planning, organizing, directing and evaluating the activities of subordinate administrative and clerical staff.
• Responsible for monitoring staff competencies and updates staff competency folders in accordance with all regulatory guidelines and identifying continuing education and training needs.
• Responsible for managing Human Resource aspects of service operations, including hiring process, disciplinary action and Labor/Management relations.
• Collaborates with Supervisor with recommendations for resource management and distribution, assessing staffing levels and needs, space planning, and assessing equipment and technology needs long with corresponding requests for needed resources.
• Receives formal grievances, resolving those that can be resolved at a supervisory level. Takes disciplinary action as deemed necessary and proposes to a higher authority a specific disciplinary action consistent with the facts.
• Complies with and ensures that Department of Veterans Affairs EEO guidelines are followed within the section.
• Supervisory Medical Support Assistant works collaboratively in an interdisciplinary coordinated care delivery model within VACC to accomplish tasks at hand performing any needed function associated with patient care and treatment.
• Uses advanced knowledge of VACC, Mission Act Eligibility, Geoburden Eligibility, Excess Burden Eligibility, Care Not Offered Eligibility and Transfers to a Community Hospital and DOMA programs to provide guidance to staff.
• Analyzes and evaluates, on a quantitative or qualitative basis, the effectiveness of programs or operations in meeting established goals and objectives.
• Uses analytical techniques to evaluate findings and makes authoritative recommendations to the program manager.

All first time supervisors are required to serve a 1 year probationary period.

Work Schedule: Monday - Friday 07:30am-04:00pm.
Permanent Change of Station (PCS): Not authorized.

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 trial period.
• 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.
• Must pass pre-employment physical examination.
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP).

Qualifications

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.
• 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.

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).

Grade Determinations: In addition to the basic requirements for employment listed in paragraph 3 above, the following education and experience criteria must be met when determining the grade of candidates:

Supervisory Medical Support Assistant, GS-679-8
Experience. One year of experience equivalent to the [GS-679-7] grade level leading or supervising MSAs or equivalent administrative patient support staff in a non-VA medical inpatient, outpatient, or interdisciplinary setting.

Assignment. Supervisory Medical Support Assistant at this level oversees programs at medical centers and/or satellite outpatient clinics. They have full responsibility for supervising at least one subordinate Medical Support Assistant (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.

Demonstrated Knowledge, Skills, and Abilities. Candidates must demonstrate [all of] the KSAs below:

1. 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.
2. 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.
3. Ability to provide briefings, orientations, staff development, and training [in a patient support setting].
4. Ability to manage fiscal matters, forecast resource and equipment needs, and identify budget needs.
5. 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.

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-679-8.

Physical Requirements: The physical demands of the work are generally minor. The work is primarily sedentary (6-8 hrs.) although, there is some walking, bending, and carrying of bulky files and some extended periods of standing.

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 MAY NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Your application, resume, C.V., and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect consideration for employment.

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.

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.

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.