Supervisory Medical Support Assistant

Veterans Health Administration • Madison, WI

10d • 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 designated community-based outpatient clinics in Wisconsin and Illinois. The position provides daily oversight and supervision of subordinate employees and is responsible for the effectiveness of clerical support staff, using management tools and techniques such as workload counts, audits, job procedure analysis, surveys, statistical reporting, work simplification, and systematic reviews.

The role requires full supervisory responsibility for at least one subordinate MSA team leader, supervisor, or equivalent administrative patient support staff in a non-VA medical inpatient, outpatient, or interdisciplinary setting. The position also involves administrative and supervisory duties such as assigning work, conducting performance evaluations, selecting staff, and recommending awards or advancements. The full performance level is GS-8.

The position is based at the Madison VA Hospital and Clinics or one of its listed outpatient clinic locations. The work schedule is Monday through Friday, 8:00 a.m. to 4:30 p.m. Telework is not available, and the position is not virtual.

Requirements

• U.S. citizenship, subject to the stated VA exception 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-level proficiency certificate.
• 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.
• Full responsibility for supervising at least one subordinate MSA team leader, supervisor, 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 independently using reference sources, making decisions, and empowering a team to collaborate and resolve problems in a complex systems environment.
• Ability to provide the full range of administrative and supervisory duties to at least one subordinate MSA supervisor or team leader, 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 to ensure 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.
• Must meet pre-employment evaluation or examination, background/security investigation, onboarding, identification, and application requirements described in the announcement.
• Must participate in the VA seasonal influenza vaccination program.
• Must serve a two-year trial period, subject to the conditions described in the announcement.

Responsibilities

• Plan and direct scheduling functions and administrative support for Medical Support Assistants in the Scheduling Support Section.
• Provide daily oversight and supervision to subordinate employees and ensure the effectiveness of clerical support staff.
• 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.
• Assign work and provide performance evaluations, staff selection, and recommendations for awards or advancements.
• Provide briefings, orientations, staff development, and training in a patient support setting.
• Manage fiscal matters, forecast resource and equipment needs, and identify budget needs.
• Collaborate and communicate with internal and external customers to support quality and continuity of care and compliance with policies and regulations.

Benefits

• 37–50 days of annual paid time off per year, including annual leave, sick leave, and paid federal holidays.
• Up to 12 weeks of paid parental leave 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 income and other eligibility limits.
• Traditional federal pension, with five-year vesting, and federal 401(k) with up to 5% in contributions by VA.
• 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 experience.

What This Job Offers

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