The Supervisory Medical Administration Specialist in the Health Administration Service plays a pivotal role in ensuring efficient clinic operations, fostering cooperative environments, and enhancing patient access to care. Responsibilities encompass staff management, policy development, process improvement, strategic collaboration, and thorough problem-solving. Ensures excellence in patient scheduling for both primary care, specialty services, and mental health services.
The Supervisory Medical Administration Specialist supervises and directs the work of one GS-9 supervisor and oversees three GS-8 Supervisors, planning and coordinating orientation and training as required by hospital policy and facilitates staff education and development and monitor workflow activities to achieve performance standards.
Manages clinic coverage, the unit's overtime budget, develops and communicates staff schedules, and conducts frequent reviews of staff work assignments. Interviews, hires, assesses competency, and evaluates the performance of their staff, handling daily responsibilities such as assignments, quality reviews, personnel reports, and timecard reconciliation.
Duties Include: Perform administrative data retrieval work such as Clinic Access, affecting and assessing various clinical specialty areas such as Dermatology, Neurology, PACT, TBI, Poly Trauma, Mental Health, Compensation & Pension, Eye , Audiology and other Specialty Clinic scheduling. Assists other medical center services by providing pertinent information for workload studies, coordinating coverage, staffing, training, and implementing new initiatives and processes.
Supports clinic ACCESS and intake management, including patient information management, insurance scanning, and Active Duty/Sharing Agreement intake processes, developing new techniques for improvement, monitoring, reporting, and training. Collaborate with various hospital services. 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. Develops and implements strategies enhancing intake and access management efficiency and effectiveness.
Develops implementation and action plans for new processes and policy changes. Monitors compliance and actions, develops unit-level monitors, audits, and controls, and updates SOPs to ensure consistency. Assists in developing and implementing training initiatives associated with patient intake, advanced clinic access, and scheduling.
Prepares program reports, analyzes trends, and forecasts changes in costs, space, equipment, and personnel requirements, advising management on issues impacting the service or facility. Problem-solving with employees from other departments, troubleshooting complaints, participating in performance improvement activities, such as studies and surveys, and serving on local and VISN-wide committees.
Assists with the Advanced Clinic Access Initiative and supports the HAS audit program, monitoring and taking necessary actions. The incumbent works closely with the Business Office Service on performance improvement initiatives impacting the revenue cycle, developing plans to measure and improve HAS quality and productivity, and creating contingency plans and staffing proposals.
Holds regular staff meetings, approves and certifies leave according to VA policy, develops leave schedules, anticipates overtime needs, and communicates with the Assistant Chief, HAS. Troubleshoot unfamiliar situations, disseminate updates, make decisions within their scope, and provide instructions for new or difficult assignments.
Resolves informal complaints or grievances, consults with human resources, counsel employees on performance and conduct issues, and ensures work processes are technically accurate and compliant. Recognize and reward employees for high achievements through Medical Center incentive programs. Facilitates a safe working environment, requesting ergonomic evaluations, and managing on-the-job injuries using the Assist program and completing associated paperwork.
Additionally, performs the duties of other HAS supervisors in their absence. Promotion Potential: This position is at a GS-9 Full performance level with no known promotion potential.
Work Schedule: Monday-Friday 7:30am - 4:00pm Position Description/PD#: Supervisory Medical Administration Specialist/PD066740 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.
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/.
This position is with Veterans Health Administration, Department of Veterans Affairs.
The posted pay range is $61722 – $80243/yr.
This position requires a Other security clearance.
Applications close on 2026-10-26.
This is a Monday-Friday 7:30am - 4:00pm position.
This position is open under the 'Fed Transition' hiring path.
Source: USAJOBS.gov — U.S. Federal Government · Retrieved 2026-10-22 · Not affiliated with or endorsed by OPM or USAJOBS.gov
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