Summary The Supervisory Medical Support Assistants (MSA) positions serve as the direct line supervisor for all Lead Medical Support Assistants, Advanced MSAs (AMSA) and Medical Support Assistants (MSA). This position is located within the Health Administration Service at the Bruce W. Carter VAMC. The Supervisory Medical Support Assistant (Supervisory MSA) has full administrative and professional responsibility for the planning and directing of the MSA daily activities. Responsibilities The Supervisory Medical Support Assistant (MSA) is responsible for coordinating, directing and assuring quality management of the administrative activities related to inpatient care in acute medical/surgical, psychiatry, intensive care, intermediate and extended care settings and outpatient care in observation and emergency department. Incumbent will have technical knowledge to determine flow and process. Responsible for the oversight of the day-to-day activities of all administrative programs and direct supervision of Outpatient Clinics to assure compliance with all requirements, quality control program management reporting and special projects. Administrative and management responsibilities are to include but are not limited to: Responsible for the management of the scheduling functions completed by Outpatient Clinics MSAs. Performs work in support of the general management and/or program analysis in which knowledge of the purpose, operation, methodology, and techniques characteristic of specific management/program analysis functions is required. Performs work in support of general management and/or program analysis functions in which knowledge of the purpose, operation, methodology, patient movements, Admissions, Discharges, Transfers, Absent Sick in Hospital (ASIH), and techniques characteristic of specific management/program analysis functions is required. Performs work in support of specific programs and services provided to an organization. Such work requires knowledge of the operations, procedures, and techniques associated with the programs within Medical Administration Service. Identifies opportunities to improve efficiency, effectiveness and outcomes of care processes; identifies areas requiring attention and recommends and coordinates course of action through Assistant Chief, Ambulatory Care and Chief, Ambulatory Care. Advises and assists in determining program needs to assure maximum utilization of equipment, staff and funds available. Responsible for the day-to-day oversight and supervision of Out Patient Clinics. Maintains inventory of all supplies utilized by Outpatient Clinic Section employees. Orients new employees to the operation of the section, develops training plans, and oversees training in established Outpatient Clinics administration policies, procedures and duties. Carries out administrative processing activities associated with involuntary admission, treatment and commitment of patients under the Florida Mental health Act. Day to Day work will require high degree of knowledge in CPRS, VISTA and Bed Management Systems. Supervisor makes assignments by defining the overall objectives, priorities, and deadlines and assist with unusual situations that do not have clear precedents. Independently plans the work; resolves problems for the unit and of the employees assigned to the team, carries out successive steps of assignments; and makes adjustments using accepted standard operating procedures or practices. Handles problems and/or deviations that arise in accordance with established policies, regulatory and administrative guidelines, directives, instructions, and accepted practices in the occupation and refers new or controversial issues to the supervisor for direction and/or assistance. The Supervisor maintains confidentiality and ensures an employee right to privacy is not compromised. The Supervisor reviews work for results achieved, technical soundness, and conformance with applicable regulations, policies and requirements. Work Schedule: Monday - Friday, 8:00am - 4:30pm Telework: Not Available Virtual: This is not a virtual position. Functional Statement #: 30263F 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. All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment. Applicants who refuse to be tested will be denied employment with VA. 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 (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). 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. Must pass pre-employment physical examination. 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: (1) 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, (2) Education. One year above high school; OR, (3) Experience/Education Combination. Equivalent combination of experience and education are qualifying for entry level for which both education and experience are acceptable. 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: Such employees may be reassigned, promoted, or [changed to a lower grade] within the occupation. 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. 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: In addition to the basic requirements for employment listed in above, the] following [education and experience] criteria must be met when determining the grade of candidates: Supervisory Medical Support Assistant, GS-8 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.] 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. Demonstrated Knowledge, Skills, and Abilities. Candidates must demonstrate [all of] the KSAs below: 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.] 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. 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. [ 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. Reference: For more information on this qualification standard, please visit https://www.va.gov/ohrm/QualificationStandards/. The full performance level of this vacancy is GS-8. Physical Requirements: Work is sedentary but also demands standing, walking, bending, twisting, and carrying light items. Education IMPORTANT: There is no education substitution for this grade. 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. 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.
