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Summary The Supervisory Medical Administration Specialist serves as the manager for the Patient Scheduling Section in the Health Administration Service. The incumbent administratively supports the mission and operations of the medical center by overseeing day-to-day operations of patient scheduling for centralized scheduling and primary care, as well as specialty clinics. They are responsible for coordinating coverage, staffing, and training, as well as implementation of new initiatives and processes. Responsibilities The Supervisory Medical Administration Specialist serves as the manager for the Patient Scheduling Section in the Health Administration Service. The incumbent administratively supports the mission and operations of the Medical Center by overseeing day-to-day operations of Specialty Clinics with an opportunity to also support Primary Care and Mental Health clinics. They are responsible for coordinating coverage, staffing, and training, as well as implementation of new initiatives and processes. Have management and oversight working with front line supervisors to assure compliance with scheduling directives and scheduling business rules and SOP's, with the ability to pivot quickly to assure the agency meets performance metrics. Performs scheduling audits and have experience with crucial conversations in the areas of performance and conduct. Duties include but are not limited to: Inspires, motivates and guides others toward goal accomplishment; coaches, mentors, and challenges subordinates; adapts leadership styles to a variety of situations; models high standards of honesty, integrity, trust, openness, and respect for the individual by applying these values to daily behaviors. Provides operational support assisting higher graded analysts in gathering and analyzing data for broader studies of organizational workforce staffing, relationships and efficiencies. Monitors and evaluates effectiveness of ongoing projects and programs, and program shortcomings and keeps the Supervisor informed of issues which may have an adverse impact on the quality of the Scheduling data. Knowledge of a wide range of qualitative and/or quantitative methods for the development and management of major administrative programs, demonstrated analytical ability, and strong written and verbal communications skills. Expert skills in analytically evaluating and forecasting scheduling issues or obstacles on a quantitative or qualitative basis as they arise. Works independently, in a self-directed manner and as a member within Health Administration Service. Develops and updates standard operating procedures for consistency. Assists in developing and rolling out training initiatives associated with patient intake and advanced clinic access and training. Evaluates organizational and staff environment stability to detect and anticipate potential vulnerability for safety as it effects staff and our customers throughout the clinic setting in the facility. Educates medical center employees and other VA personnel on the scheduling requirements. Conducts process improvement projects to identify gaps in scheduling and clinic operational processes to provide solutions; Problem solving and monitoring of all staff production trends and workload to develop and identify possible ways to improve and streamline overall work efficiency. Reviews ongoing monitors for compliance and/or action. Develops unit level monitors, audits and controls. Problem solves with employees from other departments and trouble shoots complaints via telephone, email and/or U.S. mail. Work Schedule: 8:00am to 4:30pm, Monday - Friday Virtual: This is not a virtual position. Position Description/PD#: Medical Admin Specialist/PD04719O Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job Selective Service Registration is required for males born after 12/31/1959 You may be required to serve a probationary period Subject to background/security investigation Selected applicants will be required to complete an online onboarding process Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) - See "Additional Information" below for details. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 01/27/2025. Time-In-Grade Requirement: Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement. For a GS-12 position you must have served 52 weeks at the GS-11. The grade may have been in any occupation, but must have been held in the Federal service. An SF-50 that shows your time-in-grade eligibility must be submitted with your application materials. If the most recent SF-50 has an effective date within the past year, it may not clearly demonstrate you possess one-year time-in-grade, as required by the announcement. In this instance, you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade. Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment. You may qualify based on your experience as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-11 in the normal line of progression for the occupation in the organization. Examples of specialized experience include, but are not limited to: Assisting higher graded analysts in gathering and analyzing data for broader studies of organizational workforce staffing, relationships and efficiencies. Monitors and evaluates effectiveness of ongoing projects and programs, and program shortcomings and keeps the Supervisor informed of issues which may have an adverse impact on the quality of the data. Evaluates and/or assists in the evaluation of plans and their execution, identifying actual or potential problem areas. Communicates with services in order to solve problems, coordinate training and exchange information as necessary. Develops and updates standard operating procedures for consistency. Assists in developing and rolling out training initiatives. You will be rated on the following Competencies for this position: Analysis and Problem Solving Attention to Detail Communications Leadership Manages and Organizes Information Note: IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Verbiage displayed on your resume or application must contain your own words. You may refer to the specialized experience located within the vacancy announcement, to assist with describing work experiences; however, resumes or applications received that copied verbatim from the announcement will be evaluated and may be reviewed as falsifying your experience or application. Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience. Note: A full year of work is considered to be 35-40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment. Physical Requirements: The work is mostly sedentary. However there is frequent walking since most of the employees are located throughout the facilities. Recurrent rounds must be conducted, as well as minimal standing, bending, carrying of light items, such as papers, files. books, supplies etc. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/. Education There is no educational substitution at this grade level. Additional Information Receiving Service Credit or Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. This job opportunity announcement may be used to fill additional vacancies. Pursuant to VHA Directive 1193.01, VHA health care personnel (HCP) are required to be fully vaccinated against COVID-19 subject to such accommodations as required by law (i.e., medical, religious or pregnancy). VHA HCPs do not include remote workers who only infrequently enter VHA locations. If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date. The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required accommodation from this requirement using the reasonable accommodation process. If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement. Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.