Supervisory Medical Support Assistant

Veterans Health Administration • Madison, WI

11d • Onsite

About The Position

The Supervisory Medical Support Assistant plans and directs scheduling functions and administrative support for Medical Support Assistants assigned to the Scheduling Support Section at the Madison VA Hospital and Clinics or at designated Community Based Outpatient Clinics in Wisconsin and Illinois. The role provides daily oversight and supervision of subordinate employees and is accountable for the effectiveness of clerical support staff. This involves applying management tools and techniques such as workload counts, audits, job procedure analysis, surveys, statistical reporting, work simplification, and systematic reviews.

The position is full performance level GS-8 and requires supervision of at least one subordinate MSA team leader, supervisor, or equivalent administrative patient support staff in a medical patient-support setting. The employee provides administrative and supervisory functions, supports quality and continuity of care, and ensures compliance with established policies and regulations.

Requirements

• U.S. citizenship, subject to the stated exception under VA policy for non-citizens when qualified citizens cannot be recruited.
• Proficiency in basic written and spoken English.
• High school diploma, GED equivalency certificate, or state or territorial proficiency certificate.
• One year of experience equivalent to GS-7 leading or supervising Medical Support Assistants or equivalent administrative patient support staff in a non-VA medical inpatient, outpatient, or interdisciplinary setting.
• Experience supervising at least one subordinate MSA team leader, supervisor, or equivalent administrative patient support staff in a patient-support setting.
• Advanced knowledge of managing or leading patient support staff in a clinic, including independent use of reference sources, decision-making, and empowering teams to collaborate and resolve problems in a complex systems environment.
• Ability to provide the full range of administrative and supervisory duties, including work assignments, performance evaluations, staff selection, and recommendations for awards or advancements.
• Ability to collaborate, communicate, and demonstrate customer service and interpersonal skills with internal and external customers.
• Ability to provide briefings, orientations, staff development, and training in a patient-support setting.
• Ability to manage fiscal matters, forecast resource and equipment needs, and identify budget needs.
• Must meet federal pre-employment, identification, background/security, and examination requirements; complete onboarding and application requirements; and participate in the seasonal influenza vaccination program.
• May be required to serve a two-year trial period.
• Male applicants born after December 31, 1959, must meet Selective Service registration requirements.

Responsibilities

• Evaluate the work of subordinate staff.
• Plan daily work schedules and assignments to ensure effective workflow and distribution of work.
• Resolve complex problems to ensure patient services are met.
• Identify educational and training needs.
• Make final decisions on hiring selections.
• Evaluate employee performance and take disciplinary action when necessary.
• Provide daily oversight and supervision of subordinate employees.
• Use workload counts, audits, job procedure analysis, surveys, statistical reporting, work simplification ideas, and systematic reviews to assess and improve clerical support.
• Provide administrative and supervisory duties, including work assignments, performance evaluations, staff selection, and recommendations for awards or advancements.
• Collaborate and communicate with internal and external customers to support quality and continuity of care and compliance with policies and regulations.
• Provide briefings, orientations, staff development, and training.
• Manage fiscal matters, forecast resource and equipment needs, and identify budget needs.

Benefits

• 37–50 days of annual paid time off per year, including annual leave, sick leave, and 11 paid federal holidays.
• Paid parental leave of up to 12 weeks after 12 months of employment, in connection with birth, adoption, or foster care placement of a child.
• Eligible full-time employees may qualify for a child care subsidy after 60 days of employment, subject to family income and other eligibility limits.
• Traditional federal pension with five-year vesting and a federal 401(k) with up to 5% in VA contributions.
• Federal health, vision, dental, term life, and long-term care insurance; many federal insurance programs can be carried into retirement.
• Competitive salary and regular salary increases.
• Selected applicants may qualify for credit toward annual leave accrual based on prior work or military service, subject to approval.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Education Level: High school or GED