Supervisory Medical Administration Specialist (Scheduling Manager)

Veterans Health Administration • Sheridan, WY

9d • Onsite

About The Position

This position is located within the Business Office / Health Administration Service (HAS). The Scheduling Manager directly and indirectly supervises HAS staff, including subordinate supervisors, scheduling auditors and trainers, Lead Medical Support Assistants (MSAs), Advanced Medical Support Assistants (AMSAs), and telephone operators. The incumbent serves as the Scheduling and Auditing Section Manager and advises HAS leadership and other officials on patient processing, outpatient scheduling oversight, training, and auditing throughout SVAHCS.

The role reviews and analyzes data from multiple sources and applications to monitor scheduling operations, identify trends or deficiencies, evaluate process changes, and assess compliance with scheduling requirements. It serves as a liaison among HAS leadership, medical center management, service chiefs, clinical personnel, supervisors, and frontline employees. The manager evaluates operational effectiveness, workflow, workload distribution, staffing, training and audit results, and business processes, and assesses organizational and staffing requirements.

The position provides technical and administrative supervision, including planning and assigning work, setting priorities and schedules, evaluating employee performance, advising and counseling employees, resolving complaints, and addressing or recommending action on disciplinary matters. It also coordinates the facility's Insurance Capture Buffer (ICB) liaison activities and advises management on budgets and resources, including spending trends, resource needs, backlogs, project status, and corrective actions.

The work schedule is full-time, Monday through Friday, 7:30 a.m. to 4:00 p.m. Telework is not available, and the position is not virtual. Relocation, recruitment, critical skills, and permanent change of station incentives are not authorized.

Requirements

• U.S. citizenship.
• Meet applicable time-in-grade requirements for current or former federal employees seeking a GS-11 position: 52 weeks at GS-9, when applicable.
• One year of specialized experience equivalent to GS-9 in the federal service, or qualifying graduate education, or an equivalent combination of education and experience.
• Specialized experience must include knowledge of VHA enrollment, patient scheduling and access programs, policies, directives, procedures, and operational requirements; analytical methods for evaluating scheduling and related operations; relevant data sources and systems; management, staffing, workload, resource, budget, and personnel principles; and preparing and presenting reports, briefings, correspondence, policies, procedures, training materials, and recommendations.
• Applicants claiming qualifying experience must clearly describe duties and responsibilities for each position and hours worked per week.
• Applicants using education to qualify must provide transcripts; only qualifying education from recognized accredited institutions is creditable.
• Complete the required application, questionnaire, and online assessment.
• Register with Selective Service if a male born after December 31, 1959.
• Complete a background/security investigation and online onboarding process and provide acceptable identification for pre-employment requirements.
• Participate in the seasonal influenza vaccination program as required for VA Health Care Personnel.
• Serve a one-year probationary period or two-year trial period, as applicable.

Nice To Haves

• Experience leading scheduling staff.
• Proficiency with scheduling and workforce-management systems.
• Experience managing high-volume or complex schedules.
• Strong data analysis skills.
• Forecasting, reporting, communication, conflict-resolution, organizational, and problem-solving skills.

Responsibilities

• Serve as the Scheduling and Auditing Section Manager and advise HAS leadership and other officials on patient processing, outpatient scheduling oversight, training, and auditing.
• Review and analyze data from VSSC, Pyramid, the Corporate Data Warehouse, VistA, and other applicable systems to monitor operations, identify trends or deficiencies, evaluate process changes, and assess compliance.
• Liaise among HAS leadership, medical center management, service chiefs, clinical personnel, subordinate supervisors, and frontline employees.
• Evaluate section effectiveness in meeting facility mission, goals, performance measures, and objectives.
• Review workflow, workload distribution, staffing patterns, training and auditing results, and business processes to assess organization and efficiency.
• Evaluate staffing and organizational requirements, including position needs and required employee skills and knowledge.
• Provide technical and administrative supervision to the Scheduling and Auditing Section.
• Plan work, set short- and long-range priorities, assign work according to operational needs and employee capabilities, establish schedules and completion requirements, and evaluate directly supervised employees.
• Advise, counsel, and instruct employees; hear and resolve complaints; address minor disciplinary matters; and recommend action in more serious cases.
• Coordinate facility liaison activities for the Insurance Capture Buffer (ICB), including system access, status reports, conference calls, correspondence, and assignments.
• Advise management and program personnel on budget and resource matters, and brief management on spending trends, resource needs, and scheduling backlogs.
• Prepare budget and resource summaries, monitor projects and available resources, identify expenditure trends, and recommend solutions or corrective actions.

Benefits

• Federal employee benefits package; specific benefits depend on position eligibility and should be confirmed with the hiring agency.
• Potential credit toward annual leave accrual for qualifying prior work or military service, subject to approval.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Education Level: Ph.D. or professional degree