Supervisory Medical Administration Specialist

Clarification from the agency

Current Federal Employees will need to provide their most recent SF-50 form to be considered.

Major duties include, but are not limited to the following:

Benefits and Data Management Program Administration and Management (35%):

• The incumbent serves as one of two BDMS Program Managers and Access Coordinators, covering either the East Bay Division or Sacramento Valley Division of the Ambulatory Care and Benefits Section of Benefits and Data Management. This section of the BDMS will provide patient and veteran support across the entire VA Northern California Health Care System. Incumbent, along with theother Program Manager and Chief of Ambulatory Care and Benefits, will form a triad of senior management and expertise that will direct and manage this section of BDMS and report to the Office of the Chief, BDMS. The incumbent will also provide cross-coverage for the other Division's Program Manager and may function as "Acting Chief" when the Chief of Ambulatory Care and Benefits Section is on leave.
• The incumbent functions as an expert resource for matters related to health administration; benefits; staffing methodologies; informatics; workload accountability and capture; computer equipment and operations; and spreadsheet, database and graphics software used for managerial or clinical purposes and financial budget management.
• The incumbent is responsible for maintaining a system of control and follow-up for studies and projects and will assist in developing and implementing effective management strategies to deal with identified problem areas within the BDMS service line.

Appointment Management Clinic Profiles (35%):

• The incumbent BDMS primary oversight authority and responsibility for establishment, monitoring and maintenance of all clinic profiles for specialty care and the associated CBOCs: incumbent may delegate and share these duties with BDMS Site Supervisors. S/he is the administrative process and policy expert, advising administrative and medical staff on new clinic profiles and/or making changes to established clinics. Being an academically affiliated tertiary care medical center, clinic profile types are numerous, diverse, complex, and change quite often. Proper configuration of clinic profiles in the computer system BDMS direct bearing on scheduling, flow and processes within individual clinics, how workload is captured and effective reimbursement of MCCF funds.
• The incumbent BDMS monitoring and oversight authority over staff delegated with clinic profile responsibilities, thus ensuring accuracy of their work. Their duties include working with Decision Support System (DSS) staff and clinical services to ensure the clinic stop code information corresponds with the DSS stop code identifiers; coordinating with Medical Care Cost Fund (MCCF) staff to determine if clinic services are billable and verifying with Health Information Management Section (HIMS) that the appropriate ICD- 10 and CPT codes are entered on the electronic encounter form setup.

Supervisory Duties (30%):

• The incumbent is the direct supervisor of: 1.0 Supervisory Medical Support Assistant, GS-0679-7 4.0 Supervisory Medical Support Assistant, GS-0679-8 1.0 Supervisory Program Specialist GS-0301-9.
• Exercises supervisory authorities and responsibilities involving work assignment and review, as well as the administrative and personnel management functions relative to the staff supervised. Establishes guidelines and performance expectations for staff, which are clearly
  communicated through the formal employee performance management system. Observes workers' performance; demonstrates and conducts work performance critiques. Provides informal feedback and periodically evaluates employee performance. Resolves informal
  complaints and grievances. Develops work improvement plans, recommending personnel actions as necessary. Provides advice and counsel to workers related to work and administrative matters. Effects disciplinary measures as appropriate to the authority delegated in this area. Reviews and approves or disapproves leave requests. Assures that subordinates are trained and fully comply with the provisions of the safety regulations.
• The incumbent plans work to be accomplished by subordinate Supervisory Program Specialists and BDMS Site Supervisors, sets priorities and designates suspense dates for completing work. Distributes and balances workload among employees within job specifications and in accordance with priorities set by the incumbent. Assigns workload to subordinates based on priorities, difficulty of assignments and capabilities of the employees. Working with BDMS Site Supervisors to ensure employees have necessary tools to perform job.

The incumbent will perform other duties as required.

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 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)

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, 09/25/2026.

For a GS-11 position you must have served 52 weeks at the GS-09. 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.

Undergraduate and Graduate Education: Major study -- hospital administration, public health administration, or related fields such as business or public administration with course work in health care administration. OR Specialized Experience: Progressively responsible analytical or administrative, or clinical management or supervisory experience in the health care field.

This work may have been performed in an operating health care facility or a higher organizational echelon with advisory or directional authority over such facilities. Work must have involved a close working relationship with facility managers and analysis and/or coordination of administrative, clinical, or other service activities, and provided knowledge of the following:

• Missions, organizations, programs, and requirements of health care delivery systems;
• Major study -- hospital administration, public health administration, or related fields such as business or public administration with course work in health care administration. OR Specialized Experience: Progressively responsible analytical or administrative, or clinical management or supervisory experience in the health care field. This work may have been performed in an operating health care facility or a higher organizational echelon with advisory or directional authority over such facilities. Work must have involved a close working relationship with facility managers and analysis and/or coordination of administrative, clinical, or other service activities, and provided knowledge of the following:
• Regulations and standards of various regulatory and credentialing groups; and
• Government-wide, agency, and facility systems and requirements in various administrative areas such as budget, personnel, and procurement.

Special Provision for Inservice Placement: Successful completion of an agency-sponsored on-the-job training program may be substituted for qualifying experience, provided it included a formal individualized training plan. Such a training program must have been conducted in an operating health care system and included:

• Assignments providing a knowledge of basic health system administration philosophies, practices, and procedures, and basic government administrative policies and requirements;
• Practical assignments providing an opportunity to apply health system administration skills and principles (as the individual progresses, work assignments must be characteristic of the grade level to which he or she is assigned); and
• Oversight by an experienced health system administrator with periodic evaluation of the individual's progress and appropriate adjustment of the training program.

In addition to the Individual Occupational Requirement candidates must also meet the following specialized experience and/or education:

You may qualify based on your experience and/or education as described below:GS-11:

• Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-09 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Interpreting administrative policies, including developing, defining, and implementing local policies and requirements to ensure they meet specified requirements, Providing and reviewing various administrative functions to meet goals and objectives, Advanced knowledge of budget management, reports, and analysis through various computer-based applications, Coordinating personnel actions and records, Proficient in creating, reviewing, and editing memos, letters, and other correspondences. (Must reflect in resume)

OR,

• Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed Ph.D. or equivalent doctoral degree or 3 full years of progressively higher level graduate education leading to such a degree or LL.M., if related.

OR,

• Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond masters degree. (To compute, divide your total months of qualifying experience by 12, then divide your semester hours of graduate education beyond one year by 18, add the two percentages. The total percentage must equal at least 100 percent to qualify.) (Note: you must attach a copy of your transcripts.)

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

• Communication
• Computer Skills
• Human Resources Management
• Organizational Awareness
• Performance Measurement

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 work is primarily sedentary, although some slight physical effort may be required.

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

• SF-50/ Notification of Personnel Action

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 (VA)
• 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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