Supervisory Medical Administration Specialist

Veterans Health Administration • White City, OR

7d • Onsite

About The Position

The Member Services Manager provides first-line supervisory, technical, and administrative leadership for Veteran-facing administrative programs supporting access, enrollment, and operational continuity. The position oversees Member Services, Enrollment & Eligibility, Administrative Officer of the Day (AOD) operations, Telephone Operations, and other administrative functions supporting Veteran onboarding and customer service. It ensures compliance with national VHA policy, VISN standards, and local facility directives, and promotes consistent, timely, and accurate service.

The incumbent serves as the technical authority for Hybrid Title 38 occupations in the section, particularly Medical Support Assistants (MSA), GS-0679. This includes interpreting national qualification standards, establishing and assessing competencies, providing performance appraisals consistent with HT38 rules, and guiding scope-of-practice elements and continuing education.

The role leads and standardizes Enrollment & Eligibility workflows, including 10-10EZ/EZR processing, priority group assignment, and secondary review, in alignment with VHA Directive 1601A.01 and Health Eligibility Center guidance. It oversees AOD operations, including legally significant admission, discharge, and transfer records; off-tour incident logs; urgent administrative determinations; 24/7 coverage; and escalation protocols. The incumbent ensures accurate AOD documentation of employee injuries, staff call-outs, Medical Care Cost Recovery cases, and other incidents requiring administrative action or follow-up.

The incumbent directs outpatient scheduling operations within the section, including clinic setup, VAOS configuration, scheduler training and adherence, and audit readiness, in accordance with VHA Directive 1230. The position coordinates consult and referral management practices with clinical leads under VHA Directive 1232. It also provides administrative oversight of the Fugitive Felon Program, including reviewing and addressing flags, contacting Veterans to explain eligibility changes, determining case by case whether law enforcement involvement is warranted, training staff, and reporting program status and activity to the facility's Fugitive Felon Committee.

Requirements

• U.S. citizenship.
• Selective Service registration for males born after 12/31/1959.
• Meet applicable time-in-grade requirements; for GS-11, 52 weeks at GS-09, if applicable to the applicant.
• One year of specialized experience equivalent to at least GS-09, such as leading operational improvement projects affecting patient-care delivery systems and functions; managing schedules and correspondence, organizing meetings, and maintaining confidentiality; demonstrating organizational, planning, communication, and time-management skills; multitasking and prioritizing workload; and using office management systems, Excel, MS Office, PowerPoint, Teams, and Outlook.
• Alternatively, qualifying education: a Ph.D. or equivalent doctoral degree, three full years of progressively higher-level graduate education leading to such a degree, or a related LL.M. demonstrating the knowledge, skills, and abilities necessary for the work.
• Alternatively, a combination of specialized experience and education in excess of a master's or equivalent graduate education may qualify at the GS-11 level.
• Submit transcripts if relying on education to qualify; experience must be documented on the resume with job title, duties, start and end month/year, and hours worked per week.
• Subject to a probationary period, background/security investigation, and completion of online onboarding, as applicable.
• Participation in seasonal influenza and COVID-19 vaccination programs is required for VHA health care personnel, subject to legally required accommodations.
• Competencies assessed include Accountability, Customer Service, Decisiveness, Flexibility, Interpersonal Skills, Problem Solving, and Resilience.
• Primarily sedentary work; some slight physical effort may be required.

Responsibilities

• Provide first-line supervisory, technical, and administrative leadership for Member Services, Enrollment & Eligibility, AOD operations, Telephone Operations, and Veteran onboarding and customer-service functions.
• Ensure operations comply with national VHA policy, VISN standards, and local facility directives, and that service is consistent, timely, and accurate.
• Serve as the technical authority for Hybrid Title 38 occupations, particularly Medical Support Assistants (GS-0679); interpret qualification standards, establish and assess competencies, provide performance appraisals consistent with HT38 rules, and guide scope-of-practice elements and continuing education.
• Lead and standardize Enrollment & Eligibility workflows, including 10-10EZ/EZR processing, priority group assignment, and secondary review; ensure timeliness, documentation accuracy, and compliance with VHA Directive 1601A.01 and Health Eligibility Center guidance.
• Oversee AOD operations, including admission, discharge, and transfer records, off-tour incident logs, urgent administrative determinations, 24/7 coverage, and escalation protocols.
• Ensure accurate AOD documentation of employee injuries, staff call-outs, Medical Care Cost Recovery cases, and other incidents requiring administrative action or follow-up.
• Direct outpatient scheduling operations, including clinic setup, VAOS configuration, scheduler training and adherence, and audit readiness, in accordance with VHA Directive 1230.
• Coordinate consult and referral management practices with clinical leads in accordance with VHA Directive 1232.
• Provide administrative oversight of the Fugitive Felon Program, including reviewing flags, explaining eligibility changes to Veterans, determining whether law enforcement involvement is warranted, training staff, and reporting program status and activity to the facility's Fugitive Felon Committee.

Benefits

• The posting describes a comprehensive federal employee benefits package for employees and their families; specific benefits depend on position eligibility.

What This Job Offers

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