Supervisory Medical Administration Specialist

Veterans Health Administration • Tampa, FL

2d

About The Position

The Supervisory Medical Administration Specialist provides leadership and support to the Clinic Support Section (CSS) within the Health Administration Service (HAS), helping ensure access to care, appointment management, and compliance with Veterans Health Administration directives. The position serves as a subject matter expert and acts as Chief of CSS during periods of absence. It leads multidisciplinary teams, formulates strategic objectives, manages workflow, analyzes scheduling and performance data, and recommends improvements to work production and services. The role coordinates employee orientation and training, oversees staff assignments and performance, and supports clinic coverage and overtime management.

The specialist serves as an expert in health administrative scheduling applications and helps identify and resolve related issues. The role retrieves and analyzes administrative data, including clinic access metrics across numerous clinical services, and supports workload studies throughout the medical center. It coordinates coverage, staffing, training, and new initiatives; contributes to clinic access and intake processes; and develops process-improvement approaches in collaboration with hospital services. The employee may temporarily perform supervisory duties in another area to maintain operational continuity. The position is GS-9, with no stated promotion potential. The work schedule is Monday through Friday, 8:30 a.m. to 5:00 p.m. A one-year supervisory probationary period applies to applicants who have not previously completed one.

Requirements

• One year of specialized experience equivalent to at least GS-7, including relevant experience in employee orientation and training, staffing and applicant review, performance-based interviewing and selection, enforcing directives and regulations, communication and problem-solving, using data to improve scheduling and performance, and leave and time-card administration or related coverage planning; OR qualifying graduate education; OR an appropriate combination of experience and education.
• Current federal employees and certain former federal employees applying for a GS-9 position must meet the time-in-grade requirement of 52 weeks at GS-7 and submit supporting SF-50 documentation.
• A transcript is required when education is used to qualify; foreign education requires a foreign-equivalency certificate and transcript.
• Must be a U.S. citizen.
• Selective Service registration is required for males born after December 31, 1959.
• Must undergo a background/security investigation and complete online onboarding and acceptable identity-document requirements.
• Participation in the seasonal influenza vaccination program is required for Department of Veterans Affairs health-care personnel.
• Must serve the applicable one-year probationary or two-year trial period; applicants without a prior supervisory probationary period must serve a one-year supervisory probationary period.
• The announcement lists competencies including accountability, administration and management, customer service, decisiveness, flexibility, interpersonal skills, leadership, organizational stewardship, problem solving, resilience, and troubleshooting electronic equipment.

Responsibilities

• Formulate strategic objectives for the service and healthcare system as needs evolve.
• Manage workflow, analyze data to improve scheduling and performance processes, and recommend changes to improve productivity and services.
• Plan and coordinate new-employee orientation and training; direct ongoing on-the-job, cross-training, and annual training for supervised employees.
• Distribute workloads across clinic services and ensure assignments are completed as directed.
• Review employee work for compliance with directives; anticipate and manage overtime, and communicate related information to the Section Chief of the Clinic Support Section.
• Monitor workflow and performance standards, manage clinic coverage and the clinic overtime budget, and develop staff schedules and contingency plans.
• Conduct frequent reviews of staff assignments, arrange and conduct PBI interviews, assess competencies, and complete performance evaluations.
• Serve as the subject matter expert for health administrative scheduling applications and assist with identifying and resolving related issues.
• Retrieve and analyze administrative data, including clinic access metrics for clinical areas, and support workload studies for other medical-center services.
• Coordinate coverage, staffing, training, and implementation of new initiatives and processes.
• Support clinic access and intake processes, including patient information management, insurance scanning, Regional Counsel third-party verification, and Active Duty/Sharing Agreement intake procedures.
• Develop and introduce techniques for process improvement, monitoring, reporting, and training in collaboration with hospital services.
• Support team operations during increased workload, staff shortages, and other operational needs; temporarily assume supervisory responsibilities when needed to maintain continuity and oversight.
• Perform other duties in support of the Clinic Support Section and Health Administration Service as assigned.

Benefits

• Federal employee benefits package for employees and their families; specific benefits depend on position eligibility.
• Potential credit toward annual-leave accrual for qualifying prior federal or military service, subject to request and approval.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager