Clarification from the agency

Current, Permanent VA Northeast Ohio Healthcare System Employees and CTAP Eligibles - Must be a current, permanent employee of the facility listed in the announcement.

Duties of the Supervisory Medical Administration Specialist include but are not limited to:

• Serves as principal advisor for administration and management of the service sections.
• Works in close collaboration with the Chief to provide workload statistics.
• Advises appropriate staff on fund shortages, makes recommendations regarding funding or program adjustments, promotes cost consciousness, and identifies areas in which savings are possible.
• Resolves matters involving operations of the Patient Care Administrative Service program.
• Responsible for the Health Information and Data Management requirements of PCAS, including interpretation of basic policy and procedural issues.
• Reviews the work of subordinates to ascertain if work produced or decisions made are consistent with current procedures and directives and quality of work produced, meets or exceeds existing standards.
• Evaluates the need for further instruction and/or training of employees and is responsible on his/her own initiative in recognizing problems and to interpret for others the impact of conditions regarding specific problems or projects.
• Maintains contact with the Veterans Service Organizations, the State of Ohio through their County Services Officers, Office of Regional Counsel and others via telephone, personal meetings and written correspondence and recommends solutions to particular questions.
• Responsible for the administrative functions relating to the care of the veterans in the Ohio Veteran's home.
• Furnishes information to the Chief PCAS in relation to planning needs and participates very closely and at a highly responsible level in overall planning.
• Attends staff meetings and acts for the Chief, PCAS, when required, on questions raised by the Director or other management officials regarding basic PCAS problem requirements.
• Holds discussion within the service and with other interested services on budget, space, staff, staff requirements, procedural studies, training policies and promotion policies.
• Approves time for the employees in his/her assigned area and acts as the approving official in the absence of the Service Chief.
• Provides technical and administrative supervision to a unit of 370 employees that consist of Title 38, Title 5, and Hybrid positions.
• Responsible for assisting with medical administration programs and providing technical and administrative support for the medical facility.
• Works in close collaboration with clinical and administrative service line leadership to ensure compliance with relevant performance targets and appropriate regulatory guidance.
• Provides for maintenance of data related to budget and expenditure estimates.

Work Schedule: Monday - Friday, 8:00am - 4:30pm
Position Description/PD#: Supervisory Medical Administration Specialist/PD9006O
Relocation/Recruitment Incentives: Not Authorized
Critical Skills Incentive (CSI): No Approved
Permanent Change of Station (PCS): Not Authorized

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
• 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.
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP)
• As a new supervisor selected applicants are subject the completion of a one year supervisory probationary period. During this period your actual performance, conduct, suitability, dependability, and fitness for government service will be evaluated to determine whether or not you will be able to fulfill the requirements of the position to which you are assigned. If you satisfactorily fulfill the requirements of your position, you will be retained beyond your probationary period. If you do not satisfactorily complete the probationary period, you will be assigned to a position of no lower grade and pay than the one you left to accept the supervisory position.

As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period 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 probationary period or trial period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 04/14/2026.

• 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-13 position you must have served 52 weeks at the GS-12. 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.
• Applicants must be eligible under the VA Interchange Agreement, having served continuously for at least one year in the other merit system under this interchange agreement. For more information regarding the VA Interchange Agreement please visit: https://www.opm.gov/policy-data-oversight/hiring-authorities/competitive-hiring/.
• All Title 38 Veterans Canteen Service (VCS) employees must have served in their Excepted Service position for at least 90 days in order to be eligible for a position within the Competitive Service.
• Applicants who were previously selected under a Competitive Delegating Examining Office (DEO) announcement must have served in their position for at least 90 days prior to being eligible for other positions within the Competitive Service.

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-12 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Providing counseling or feedback on performance and disciplinary issues to improve or maintain employee performance; utilize appropriate problem-solving methods and techniques, evaluate training needs of subordinates to encourage growth and career development of employees; assign work to subordinate employees based on priorities, difficulty of assignment, and capabilities of employees; ability to Interpret, develop and implement administrative local policies and national directives; knowledge of developmental goals, standards, performance plans and performance appraisals. Prepare reports, maintain records of work accomplishments and administrative information. Skill in social, political, and technological systems; knowledge of organizational programs, policies, procedures, rules, and regulations; determines objectives and set priorities, with the ability to make sound, well-informed, and objective decisions.

Preferred Experience: Extensive experience in healthcare administration, coordinating services, and managing medical records and documentation. Proven ability to assist with medical administration programs, ensuring regulatory compliance and achieving performance targets. Strong collaboration with clinical and administrative leaders to align operations and drive performance improvement. Proficient in electronic health records (EHR) systems and regulatory standards. Excellent communication, organizational, and problem-solving skills.

You will be rated on the following Competencies for this position:

• Communications
• Organizational Awareness
• Conflict Management
• Strategic Thinking
• Administration and Management
• Decision Making
• Partnering
• Team Building
• Teaches Others

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 Assistant Chief routinely goes to most sections and buildings, including offices, clinics, wards, laboratories and the morgue during the course of each shift. The incumbent must be able to independently access every area of the Medical Center.

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/.

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 WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE.

Narrative responses are not required at this time. If you are referred for consideration, you may be asked to submit additional job related information, which may include, but not limited to; responses to the knowledge, skills and abilities; completion of a work sample, and/or contact for an interview. Your resume and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect your rating or consideration for employment.

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.

For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document.

Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion. The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement. Management may use any one or any combination of these methods to fill the 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.

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

• Resume (when listing previous employment please include month and year).
• Your most recent Within Grade Increase SF-50 that shows your time-in-grade eligibility.
• If you have previously held a higher grade and are applying based on that grade, you must provide a copy of the SF-50 showing you held the higher grade in addition to your last or most recent SF-50 indicating proof of status. Note: Your SF-50 must reflect the grade and step information equivalent to or greater than the grade lower than the position you are applying to. This may not always be your most recent SF-50. You may need to submit more than one SF-50.

The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please make sure you have included other documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), documentation to support Veterans Preference claims, or ICTAP/CTAP documentation (for displaced Federal employees). You will not be contacted for additional information.

• Cover Letter
• DD-214/ Statement of Service
• Disability Letter (Schedule A)
• Disability Letter (VA)
• License
• Other (1)
• Other (2)
• Other (3)
• Performance Appraisal
• Professional Certification
• Resume
• Separation Notice (RIF)
• SF-15
• SF-50/ Notification of Personnel Action
• Transcript

SF-50, Notification of Personnel Action (if applicable for Time in Grade and/or Eligibility):

• Most recent SF-50 if you are a current or former Federal employee
• An SF-50 showing 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
• Award 50's do not provide sufficient information and will not be accepted for the purpose of verifying time-in-grade.
• Examples of appropriate SF-50's include:
  • Within grade increases at the highest grade held; or
  • Promotions with an effective date more than one year old; or
  • SF-50's at the highest grade held with an effective date more than one year old.

Veterans' Preference: When applying for Federal Jobs, eligible Veterans should claim preference for 5pt (TP), 10pt (CP/CPS/XP), or for Sole Survivor Preference (SSP) in the questionnaire. You must provide a legible copy of your DD214(s) which shows dates and character of service (honorable, general, etc.). If you are currently serving on active duty and expect to be released or discharged within 120 days you must submit documentation related to your active duty service which reflects the dates of service, character of service (honorable, general, etc.), and dates of impending separation. Additionally, disabled veterans and others eligible for 10-point preference (such as widows or mothers of eligible Veterans) must also submit an SF-15 "Application for 10 Point Veteran Preference" with required proof as stated on the form. Documentation is required to award preference. For more information on Veterans' Preference, please visit Feds Hire Vets - Veterans - Job Seekers - Veterans' Preference.

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