Supervisory Medical Support Assistant

Veterans Health Administration • Louisville, KY

5d • Onsite

About The Position

The Supervisory Medical Support Assistant serves in the Robley Rex VA Medical Center Business Office at the Greenwood Community Based Outreach Clinic. The role handles the receipt, intake, and indexing of health and administrative information, and provides answers and guidance to lower-graded staff regarding healthcare services in inpatient or outpatient settings. The incumbent plans and directs clinic programs and has full supervisory responsibility for at least one subordinate team leader or supervisor.

The position monitors assignments and workflow, evaluates employee performance, resolves workplace and patient-service issues, and supports a positive work environment. It also evaluates products, equipment, and systems for operational improvements; identifies training needs; analyzes data and prepares performance reports for senior management; and communicates routinely with physicians, case managers, and other allied health professionals.

The position is based at the Greenwood Community Based Outreach Clinic. The regular schedule is Monday through Friday, 8:00 a.m. to 4:30 p.m. Ad-hoc telework may be eligible at supervisory discretion; this is not a virtual position. The full performance level is GS-08.

Requirements

• U.S. citizenship, subject to the stated exception for non-citizens when qualified citizens cannot be recruited under applicable law.
• High school diploma, GED equivalency certificate, or state/territorial proficiency certificate.
• Proficiency in spoken and written English.
• One year of experience equivalent to GS-7 leading or supervising MSAs or equivalent administrative patient support staff in a non-VA medical inpatient, outpatient, or interdisciplinary 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 resolve problems in complex systems.
• Ability to perform administrative and supervisory duties for at least one subordinate MSA supervisor or team leader, including work assignment, performance evaluation, staff selection, and award or advancement recommendations.
• Ability to collaborate, communicate, and demonstrate customer service and interpersonal skills with internal and external customers to support quality and continuity of care and compliance with policies and regulations.
• 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.
• Detailed resume documenting job titles, duties, start and end dates by month and year, and hours worked per week.
• Must meet applicable background/security, onboarding, identification, influenza vaccination, application, assessment, and questionnaire requirements.
• Must serve a one- or two-year trial period, subject to written certification for continued employment.

Nice To Haves

• Experience leading or supervising MSAs or equivalent administrative patient support staff in a non-VA medical inpatient, outpatient, or interdisciplinary setting.

Responsibilities

• Answer questions from lower-graded staff regarding healthcare services in inpatient or outpatient settings.
• Plan and direct programs at medical centers and/or satellite outpatient clinics.
• Supervise at least one subordinate team leader or supervisor, including assigning and evaluating staff work.
• Resolve complex problems to ensure patient services are met.
• Evaluate new products, equipment, and systems and recommend operational improvements.
• Identify educational and training needs of subordinate staff; provide or support staff development and training.
• Evaluate employee performance and take disciplinary action when necessary.
• Extract and analyze data and prepare performance-measure reports for senior management.
• Communicate with physicians, case managers, and other allied health professionals.
• Manage or lead patient support staff, including scheduling, policy guidance, and resolution of day-to-day conflicts.
• Manage fiscal matters, forecast resource and equipment needs, and identify budget needs.

Benefits

• Competitive salary and regular salary increases; a higher step rate may be considered based on qualifications or VA needs.
• 37–50 days of annual paid time off per year, including annual leave, sick leave, and paid federal holidays.
• Potential credit toward annual leave accrual based on prior work or military service, subject to approval.
• Up to 12 weeks of paid parental leave after 12 months of employment.
• Potential childcare subsidy for eligible full-time employees after 60 days of employment, subject to income and other conditions.
• Traditional federal pension, with five-year vesting, and federal 401(k) with up to 5% in VA contributions.
• Federal health, vision, dental, term life, and long-term care insurance; many programs may be carried into retirement.

What This Job Offers

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