SUPERVISORY MEDICAL SUPPORT ASSISTANT

Summary The Supervisory Medical Support Assistant is assigned to Care in the Community, VA Salt Lake City Health Care System. The primary duties are to supervisor, technical expert, trainer, auditor and advisor to ensure that staff work assignments are carried out and to perform a variety of support functions. Responsibilities Duties include but are not limited to: The Supervisory MSA leads and oversees Community Care programs and carries full supervisory responsibility for at least one subordinate team lead and multiple AMSAs/MSAs. Duties include, but are not limited to: assigning and evaluating staff work; resolving complex issues to ensure patient needs are met; reviewing new products, equipment, and systems to recommend operational improvements; identifying training and development needs; making final hiring selections; evaluating performance; and administering disciplinary actions when required. The Supervisory MSA also holds full administrative and professional responsibility for planning and directing AMSA/MSA activities, including workload distribution and phone support. This role requires extracting and analyzing data to prepare reports that support performance measures for senior leadership. Additional responsibilities include preparing and delivering performance evaluations, recommending awards or advancements, and providing briefings to both upper management and subordinate staff. The Supervisory MSA conducts orientations, implements staff development and training initiatives, prepares agendas for staff meetings and training sessions, facilitates meetings, and develops performance standards, position descriptions, development plans, and awards. The Supervisory MSA addresses and resolves employee complaints, elevating group grievances or serious issues to higher-level leadership as needed, and responds to patient concerns by coordinating appropriate actions. The role also carries responsibility for issuing disciplinary measures such as warnings or reprimands and recommending more serious actions when necessary. The Supervisory MSA generates daily, weekly, and monthly reports related to scheduling inconsistencies, pre-registration errors, electronic wait list and recall activity, service consult management, insurance collection, and encounter data. These reports are exported from various databases, analyzed, and used to identify training needs. Multiple reports are reviewed to track trends in clinic availability, utilization, supply and demand, and to develop projection reports that identify open slots, the number of patients on the electronic wait list, and the anticipated number of patients likely to be scheduled outside of directive guidelines. Insurance and encounter reports are monitored regularly due to their financial impact on the organization. This position reports directly to the Chief of Community Care and works under the guidance of both the Chief and Deputy Chief of Health Administration Service. The Supervisory MSA assigns work by setting objectives, establishing priorities, and determining deadlines. Guidance is provided for unusual or complex situations. The employee independently plans and executes successive steps of work assignments and resolves scheduling problems and exceptions using knowledge of clinic operations, policies, schedules, and provider preferences. The supervisor must coordinate efforts to ensure all responsibilities are completed accurately, efficiently, and in a timely manner. The incumbent manages daily office operations autonomously, using initiative to resolve issues. While the supervisor sets general priorities, the employee organizes recurring activities independently. Total Rewards of a Allied Health Professional Work Schedule: Full Time; Work schedule will be determine upon selection. Telework: May be approved Virtual: This is not a virtual position. Pay: Competitive salary and regular salary increases. When setting pay, a higher step rate of the appropriate grade may be determined after consideration of higher or unique qualifications or special needs of the VA (Above Minimum Rate of the Grade). Paid Time Off: 37-50 days of annual paid time offer per year (13-26 days of annual leave, 13 days of sick leave, 11 paid Federal holidays per year)Selected applicants may qualify for credit toward annual leave accrual, based on prior [work experience] or military service experience. Parental Leave: After 12 months of employment, up to 12 weeks of paid parental leave in connection with the birth, adoption, or foster care placement of a child. Child Care Subsidy: After 60 days of employment, full time employees with a total family income below $144,000 may be eligible for a childcare subsidy up to 25% of total eligible childcare costs for eligible children up to the monthly maximum of $416.66. Retirement: Traditional federal pension (5 years vesting) and federal 401K with up to 5% in contributions by VA Insurance: Federal health/vision/dental/term life/long-term care (many federal insurance programs can be carried into retirement) Functional Statement #:55714-A Relocation/Recruitment Incentives: Not Authorized 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. Must be proficient in written and spoken English. Subject to background/security investigation. Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements ( Effective May 7, 2025, driver's licenses or state-issued identification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment. Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP). Complete all application requirements detailed in the "Required Documents" section of this announcement. As a condition of employment for accepting this position, you will be required to serve a 1 or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider: your performance and conduct; the needs and interests of the agency; whether your continued employment would advance organizational goals of the agency or the Government; and whether your continued employment would advance the efficiency of the Federal service. Upon completion of your trial period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest. Qualifications Applicants pending the completion of educational or certification/licensure requirements may be referred and tentatively selected but may not be hired until all requirements are met. Basic Requirements: United States Citizenship: Non-citizens may only be appointed when it is not possible to recruit qualified citizens in accordance with VA Policy. Experience and Education. Experience. Six months experience of clerical, office, customer service, or other administrative work that indicates the ability to acquire the particular knowledge and skills needed to perform the duties of the position; OR, Education. One year above high school; OR, Experience/Education Combination. Equivalent combination of experience and education are qualifying for entry level for which both education and experience are acceptable. English Language Proficiency. MSAs must be proficient in spoken and written English in accordance with VA Handbook 5005, Part II, Chapter 3, Section A, paragraph 3.j. May qualify based on being covered by the Grandfathering Provision as described in the VA Qualification Standard for this occupation (only applicable to current VHA employees who are in this occupation and meet the criteria). Grade Requirements: Creditable Experience Knowledge of MSA Practices. To be creditable, the experience must have demonstrated the knowledge, skills, and abilities (KSAs) associated with current MSA responsibilities or an equivalent administrative patient support role in a non-VA medical inpatient or outpatient setting. Experience satisfying this requirement may be paid/non-paid employment as a MSA or an equivalent position in a non-VA hospital or clinic setting. Quality of Experience. Qualifying experience must be at a level comparable to MSA experience or equivalent administrative clinical support role in a non-VA medical inpatient or outpatient setting at the next lower grade level. For all assignments above the full performance level, the higher-level duties must consist of significant scope, administrative independence, complexity (difficulty), and a range of varieties as described in this standard, at the specified grade level and be performed by the incumbent at least 25% of the time. Part-Time Experience. Part-time experience as an MSA or equivalent administrative patient support in a non-VA medical inpatient or outpatient setting is creditable according to its relationship to the full-time workweek. For example, a MSA employed 20 hours a week, or on a 1/2-time basis, would receive one full-time work week of credit for each two-weeks of service. Grade Determinations: Supervisory Medical Support Assistant, GS-8 (a) Experience. One year of experience equivalent to the GS-7 grade level, leading or supervising MSAs or equivalent administrative patient support staff in a non-VA medical inpatient, outpatient, or interdisciplinary setting .(b) Assignment. Supervisory MSAs at this level plan and direct programs at medical centers and/or satellite outpatient clinics. They have 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. Assignments at this level include, but are not limited to: evaluating the work of subordinate staff; resolving complex problems to ensure patient services are met; evaluating new products, equipment, and systems to make recommendations for improved operations; identifying educational or training needs; making final decisions on hiring selections; evaluating performance, and taking disciplinary action when necessary. The employee has administrative and professional responsibility for planning and directing the subordinate lead, supervisor, and MSA's activities. Responsible for extracting and analyzing data to provide reports to senior management in support of tracking measures. For all assignments above the full performance level, the higher-level duties must consist of significant scope, administrative independence, complexity (difficulty) and range of variety as described in this standard at the specified grade level and be performed by the incumbent at least 25% of the time. (c) Demonstrated Knowledge, Skills, and Abilities. Candidates must demonstrate all of the KSAs below: i. Ability to provide the full range of administrative and supervisory duties to at least one subordinate MSA supervisor or team leader in a patient support setting, which includes assignment of work, performance evaluations, selection of staff, and recommendation of awards and/or advancements. ii. Ability to collaborate, communicate, and demonstrate customer service and interpersonal skills with internal and external customers to ensure quality/continuity of care and ensure compliance with established policies and regulations. iii. Ability to provide briefings, orientations, staff development, and training [in a patient support setting]. iv. Ability to manage fiscal matters, forecast resource and equipment needs, and identify budget needs. v. Advanced knowledge of managing or leading patient support staff in a clinic. This includes independently utilizing reference sources, decision making, and Preferred Experience: Community Care, Excellent Communication Skills, Consult Management. References: VA Handbook 5005/117, Part II, Appendix G45, August 1, 2019. The full performance level of this vacancy is GS-8. Physical Requirements: Work requires some physical exertion such as prolonged periods of standing, bending, reaching, crouching, stooping, stretching and lifting moderately heavy items such as manuals and record boxes. Work environment is in an adequately lighted, heated, and ventilated medical facility setting. The work environment involves everyday discomforts or risks that require normal safety precautions. Education .There is no education substitution at this grade level. Additional Information During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions. This job opportunity announcement may be used to fill additional vacancies. This position is in the Excepted Service and does not confer competitive status. VA encourages persons with disabilities to apply. The health-related positions in VA are covered by Title 38, and are not covered by the Schedule A excepted appointment authority. 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.