Lead Medical Support Assistant Job in Wichita, KS

Vacancy No. CBSS-12761313-25-EA Department Veterans Health Administration
Salary $56,763.00 to $73,796.00 Grade 7 to 7
Perm/Temp Permanent FT/PT Full-time
Open Date 7/11/2025 Close Date 7/18/2025
Job Link Apply Online Who may apply Status Candidates
Locations:
Wichita, KS


Summary

The Robert J. Dole VA Medical Center is seeking a Lead Medical Support Assistant to support clinics at the medical center and Community Based Outpatient Clinics (CBOCs).

Dependent on assignment(s) or assigned service, travel within the local Wichita commuting area may be required to support Eye clinic operations; travel to Community Based Outpatient Clinics (CBOCs) may also be required.

This job is open to

Clarification from the agency

This announcement is open to current, permanent Robert J. Dole VA Medical Center employees.

Duties

The GS-7 Lead Medical Support Assistant (MSA) is assigned to the Medical Administration Service (MAS) under the direct supervision of Service Line MSA Supervisor who is under the direct supervision of the Chief of MAS.

This position is 25% Lead duties with 75% MSA work.

  • Assignment at this level includes but are not limited to assigning and evaluating the work of subordinate staff, resolving minor problems to ensure patient services are met; evaluating new products, equipment, and systems to make recommendations for improved operations; identifying educational or training needs.
  • The employee has full administrative and professional responsibility for planning and directing the MSA's activities and is responsible for extracting and analyzing data to provide reports in support of performance measures to senior management.
  • The Lead MSA functions above the advanced performance level for a Medical Support Assistant (MSA), performing a full range of duties for the clinics at VA Healthcare System, and has met the basic requirements for this position as outlined in VA Handbook 5005/53, Part II, Appendix G, page II-G45-5. It is expected that the GS-7 Lead Medical Support Assistant (MSA) works collaboratively with all clinical business managers and frontline staff throughout the facility and Clinical Contact Centers (CCC).
  • The Lead MSA develops and maintains effective and efficient communication with all departmental leadership, respective Care Line Managers and service line managers and frontline staff, serving as a core member of the MAS and Clinical Service leadership.
  • Successful performance in this position requires knowledge of administrative policies and procedures at facility and network level that impact MAS and Business Operations, information security and exchange, management of reports and data, scheduling directives, telephone care, and public relations/customer service.
  • The Lead MSA is knowledgeable and skilled in the operation of a personal computer utilizing a wide variety of software, utilizing multiple computer applications in the performance of all duties including Vista (entry and retrieval of administrative and clinical data to include numerous existing report options and specialized queries), VSSC, CPRS (to include monitoring of outpatient workload data capture), Microsoft Office products for word processing, spreadsheets, and relational data base programs. The Lead MSA serves as a resource to MAS staff in use of applications, and must have the ability to extract, correlate and analyze patient encounter and provider workload data make recommendations to the Leadership team and acts as a customer service representative for MAS.
  • The MAS Lead MSA has detailed knowledge of outpatient administrative processes, release of information, records management schedules for ambulatory care clinics, workload data capture, encounter forms, and VISTA scheduling package, maintaining full responsibility and accountability for the scheduling practices.
  • Work closely with department business managers to communicate implementation, monitoring, and evaluation of all administrative procedures related to MAS.
  • Provide recommendations and suggestions management as necessary to ensure timely completion of reports, related performance monitors/measures are met, and to directives.
  • Provide training, implementation, monitoring, and evaluation of all administrative procedures related to MAS operations.


The Lead MSA can independently manage position responsibility with little to no supervision as well as set priorities and deadlines adjusting the flow and sequencing of the work to meet team and patient needs.


Dependent on assignment(s) or assigned service, travel within the local Wichita commuting area may be required to support Eye clinic operations; travel to Community Based Outpatient Clinics (CBOCs) may also be required.

Note: The Lead MSA assigned to support Community Based Outpatient Clinics (CBOCs) operations will be required to the following CBOCs:
  • Salina
  • Parsons
  • Hutch
  • Hays
  • Great Bend Mobile Unit
  • Dodge

Work Schedule: Monday - Friday, 8:00 am - 4:30 pm
Virtual: This is not a virtual position.
Functional Statement #: FS000000
Relocation/Recruitment Incentives: Not Authorized
Permanent Change of Station (PCS): Not Authorized
Financial Disclosure Report: Not required

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.
  • You may be required to serve a trial period.
  • 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).

Qualifications

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.
  • 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 3j.
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.

GS-07 Grade Determinations:

In addition to the basic requirements, you must possess the following:

One-year of experience equivalent to the next lower grade level (GS-06).

Equivalent experience to the next lower grade level (GS-06) may include, but is not limited to:

  • Process incoming patient secure messaging through MyHealthyVet and coordinating with care team as appropriate;
  • Participating in team huddles and team meetings to manage, plan, problem solve, and follow-up with patient care by sharing information and collaborating with the interdisciplinary team; setting priorities and deadlines,
  • Adjusting the flow and sequencing of the work to meet team and patient needs;
  • Identifying incomplete encounters and communicating findings to providers;
  • Managing patient systems to verify and validate accuracy and resolve issues;
  • Evaluate patient information and clinic schedule lists to determine whether the patient requires an immediate appointment.

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 an MSA or an equivalent position in a non-VA hospital or clinic setting.

AND

Demonstrate the following knowledge, skills, and abilities (KSAs):

  1. Advanced knowledge of medical terminology and a wide range of clinical flow processes relating to access to care across multiple clinics, specialties, and/or community resources.
  2. Ability to utilize numerous advanced patient systems in support of multiple clinics in an interdisciplinary setting.
  3. Ability to organize work, set priorities, and delegate tasks/responsibilities in order to meet deadlines.
  4. Skill in communicating with individuals to obtain the desired effect and coordinating with a variety of interdisciplinary care team staff.
  5. Ability to provide staff development and training.
  6. Ability to manage staffing requirements, manage workflow priorities, and adjust the flow of work to meet team and patient needs. This includes the ability to follow-up on pending issues and demonstrate an understanding of the impact of incomplete work across multiple clinics.

Reference: For more information on this qualification standard, please visit https://www.va.gov/ohrm/QualificationStandards/.

Physical Requirements: The work is mostly sedentary and is performed in various outpatient clinic or office settings. The performance of daily rounds to the assigned clinic areas as required.

Education: IMPORTANT. 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.

Benefits

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.

Review our benefits

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.

How You Will Be Evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE MAY NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Your application, resume, C.V., and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect consideration for employment.

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.

The Department of Veterans Affairs performs pre-employment reference checks as an assessment method used in the hiring process to verify information provided by a candidate (e.g., on resume or during interview or hiring process); gain additional knowledge regarding a candidate's abilities; and assist a hiring manager with making a final selection for a position.

It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.

Required Documents

To apply for this position, you must provide a complete Application Package which includes:

  • Resume




The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please ensure you have included all documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), etc.

  • Cover Letter
  • Other (1)
  • Resume
  • SF-15
  • SF-50/ Notification of Personnel Action
  • Transcript



Veterans' preference does not apply for internal or other current permanent Federal agency employees.

If you are relying on your education to meet qualification requirements:

Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education.

Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.

How to Apply

All applicants are encouraged to apply online. To apply for this position, you must complete the full questionnaire and submit the documentation specified in the Required Documents section below. The complete application package must be submitted by 11:59 PM (ET) on 07/18/2025 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/12761313.

  1. To begin, click Apply Online to create a USAJOBS account or log in to your existing account. Follow the prompts to select your USA JOBS resume and/or other supporting documents and complete the occupational questionnaire.
  2. Click Submit My Answers to submit your application package.

NOTE: It is your responsibility to ensure your responses and appropriate documentation is submitted prior to the closing date.

Agency contact information

Eduardo Alva
Address
Robert J Dole VA Medical and Regional Office Center
5500 East Kellogg Drive
Wichita, KS 67218
US

Next steps

Once your online application is submitted you will receive a confirmation notification by email. After we receive application packages (including all required documents) and the vacancy announcement closes, we will review applications to ensure qualification and eligibility requirements are met. After the review is complete, a referral certificate(s) is issued and applicants will be notified of their status by email. Referred applicants will be notified as such and may be contacted directly by the hiring office for an interview. All referred applicants receive a final notification once a selection decision has been made.

You may check the status of your application at any time by logging into your USA Jobs account and clicking on Applications. Information regarding your application status can be found in the USAJobs Help Center.

NOTE: Participation in the seasonal influenza program is a condition of employment and a requirement for all Department of Veterans Affairs Health Care Personnel (HCP). It is a requirement that all HCP to receive annual seasonal influenza vaccination or obtain an exemption for medical or religious reasons. Wearing a face mask is required when an exemption to the influenza vaccination has been granted. HCP in violation of this directive may face disciplinary action up to and including removal from federal service. HCP are individuals who, during the influenza season, work in VHA locations or who come into contact with VA patients or other HCP as part of their duties. VHA locations include, but are not limited to, VA hospitals and associated clinics, community living centers (CLCs), community-based outpatient clinics (CBOCs), domiciliary units, Vet centers and VA-leased medical facilities. HCP include all VA licensed and unlicensed, clinical and administrative, remote and onsite, paid and without compensation, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, researchers, volunteers and health professions trainees (HPTs) who are expected to perform any or all of their work at these facilities. HPTs may be paid or unpaid and include residents, interns, fellows and students. HCP also includes VHA personnel providing home-based care to Veterans and drivers and other personnel whose duties put them in contact with patients outside VA medical facilities.


Note: We cannot accept applications on behalf of Federal Agencies. Application instructions are listed within the Job Description.


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