Supervisory Medical Support Assistant

Summary

The Supervisory Medical Support Assistant serves as the direct line Supervisor for all of the Medical Support Assistant (MSA) staff and other administrative staff as assigned. They work collaboratively with expanded healthcare teams to provide a robust interdisciplinary approach to quality care.

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Duties

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Total Rewards of a Allied Health Professional

The Supervisory MSA plans and directs programs at Huntington WV VA Medical Center and/or Community Based Outpatient Clinics for administrative staff, and has full supervisory responsibility for supervising 15-30 MSA's and/or administrative staff.

Major Duties include, but are not limited to:

• Ensures all staff continuously demonstrates VA's ICARE values.
• Responsible for coordinating the daily coverage of subordinate staff in all areas within Health Administration Services (HAS) and the Community Based Outpatient Clinics (CBOC's)
• Assigns and evaluates the daily workload of subordinate staff.
• Actively monitors staff to ensure they answer/screen phone calls in a courteous and timely manner, determine the nature of requests, and provide the information desired while adhering to all privacy regulations and established clinic processes.
• Must assist with clinic access contingency plans by adjusting appointment time, location, or date as well as shifting Veterans to other healthcare providers if staffing conflicts arise.
• Monitors performance of MSA's to ensure they collect third party insurance information from Veterans upon every visit, scan, and update health insurance information in support of potential third party revenue.
• Must be able to train staff on the requirements of VHA Scheduling Directives and complete accurate scheduling responsibilities.
• May be asked to facilitate and/or participate in team huddles and/or team meetings where patient care planning and management occurs.
• Independently manage position responsibilities with minimal supervision as well as set priorities and deadlines adjusting the flow and sequencing of the work to meet Veteran and team needs.
• Evaluate work flow processes and systems to identify gaps and negative trends, and recommend improvements for such.
• Manage budgetary processes on an ongoing basis; including (but not limited to) oversight of funds control points and overtime budgets.
• Participates in the process of recruitment, interviewing and selecting candidates as requested by the Chief of HAS.
• Responsible for extracting and analyzing data in order to provide reports in support of performance measures to the Assistant Chief/Chief of HAS or Executive Leadership as requested.
• Prepares and presents briefings as assigned by their supervisor and/or Chief of HAS.
• All other duties as assigned, pertaining to this occupation, to meet the needs of the Agency, Department, Facility, and/or Service.

Work Schedule : Full-Time, Monday-Friday 7:30am-4:00pm

Recruitment/Relocation Incentives (Sign-on Bonus): Not authorized.

Permanent Change of Station (Relocation Assistance): Not authorized.

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)

Telework : Ad-hoc telework may be approved as per Agency policy.

Virtual: This is not a virtual position.

Functional Statement # :22049-F

Permanent Change of Station (PCS): Not authorized.

Requirements

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Conditions of employment

RESUME REQUIREMENTS - Your resume MUST include the following information:

• Job Title (for each position)
• Description of duties (be as detailed as possible)
• Month and year start/end dates (e.g. June 2018 to April 2020) of employment
• Full-time or part-time status (include average hours worked per week)

• 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 dentification 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 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.
• Education: High school diploma, General Education Development equivalency certificate, or proficiency certificate from a State or territorial-level Board or Department of Education.

Foreign Education: To be creditable, education completed outside the U.S. must have been submitted to a private organization that specializes in the interpretation of foreign educational credentials and such education must have been deemed at least equivalent to that gained in conventional U.S. programs.

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). Grandfathering Provision. All MSAs employed in VHA in this occupation on the effective date of this qualification standard are considered to have met all qualification requirements for the title, series, and grade held, [which] are [a] part of the basic requirements of the occupation. For employees who do not meet all the basic requirements required in this standard, but who met the qualifications applicable to the position at the time they were appointed to it, the following provisions apply:

1. Such employees may be reassigned, promoted, or changed to a lower grade within the occupation.
2. Employees who are appointed on a temporary basis prior to the effective date of the qualification standard may not have their temporary appointment extended or be reappointed, on a temporary or permanent basis, until they fully meet the basic requirements of the standard.
3. If an employee who was converted to [Title] 38 hybrid status under this provision leaves the occupation, the employee loses protected status and must meet the full VA qualification standard requirements in effect at the time of reentry to the occupation.

Grade Determinations :

Supervisory Medical Support Assistant GS-08:

Experience: One year of creditable experience equivalent to the next lower grade(GS-07).

• Experience includes but is not limited to: Coordination of Advanced MSA assignments and workflow found in an interdisciplinary unit. Daily workload assessments, assigning work, and assuring proper staffing coverage; evaluating training records; and determining training needs of MSAs to provide support across interdisciplinary settings. Assisting the unit with complex and non-standard procedures, including clinical flow processes related to access to care across multiple clinics, specialties, and/or community resources. Ensuring accurate and timely scheduling of appointments; providing guidance to staff members, to include changes in policies and procedures; creating and maintaining employee work schedules; and acting as a liaison among Advanced MSA staff, patients, and other interdisciplinary staff to resolve day-to-day conflicts.

Candidates must also be able to demonstrate all the following Knowledge, skills, and abilities for the GS-0679-8 level to qualify for this position:

(a) Advanced knowledge of managing or leading patient support staff in a clinic. This includes independently utilizing reference sources, decision making, and empowering the team to collaborate and resolve problems within a complex systems environment.

(b) 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.

(c) 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.

(d) Ability to provide briefings, orientations, staff development, and training in a patient support setting.

(e) Ability to manage fiscal matters, forecast resource and equipment needs, and identify budget needs.

Reference: For more information on this qualification standard, please visit

The full performance level of this vacancy is GS-08.

Physical Requirements: Physical aspects associated with work required of this assignment are typical for the occupation, see Duties section for essential job duties of the position. May require standing, lifting, carrying, sitting, stooping, bending, pulling, and pushing. May be required to wear personal protective equipment and undergo annual TB screening or testing as conditions of employment.

Education

Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit:

Additional information

Receiving Service Credit for 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.

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.

Whole Health is an approach to health care that empowers and equips people to take charge of their health and well-being and live their life to the fullest. The VA is committed to Whole Health and values Veteran and Employee health and wellbeing. As a VA employee, you will practice Whole Health in an environment that supports personalized and proactive care.

Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution.

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A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.

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Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.