Duties
Major Duties:
- Has delegated authority necessary to manage assigned clinical administration areas, performing the full range of supervisory duties and responsibilities to effectively utilize the manpower and resources allocated to HAS. This includes setting team goals and technically directing the work of subordinates. It requires planning, - assigning, reviewing, and accepting/rejecting work done by subordinates.
- Makes work assignments, set, or negotiate deadlines, and designate completion dates. Develops work schedules for employees to support workload.
- Evaluates work performance and completes performance appraisals and disciplinary actions for all employees assigned to section.
- Performs administrative and personnel management functions for staff supervised.
- Establishes and clearly communicates performance plans and expectations to staff.
- Provides informal feedback and periodically reviews employee performance.
- Resolves informal complaints and grievances.
- Reviews and approves or disapproves routine leave requests.
- Provides information and input to the Chief of HAS concerning promotions, reassignments, recognition of outstanding performance and other personnel issues.
- Coordinates and approves the leave of HAS clinical administrative staff and arranges cross coverage to provide adequate clerical coverage for outpatient and primary care clinics and other related activities.
- Instructs employees in assigned tasks and job techniques, conducts formal and informal on-the-job training, and answers questions on procedures, policies, and directives.
- Sets up clinic profiles in consultation with the appropriate clinical and administrative staff; in addition, he/she cancels, reschedules, and blocks clinic appointments based on provider schedules in accordance with approved provider leave and facility policy. This will require tracking leave of administrative and clinical staff. In the event of clinic cancellations.
- Ensures that patients are notified according to policy.
- Reschedules patients with special needs or issues.
- Responsible for administrative support to clinics. This includes composing letters as part of supervisory duties (e.g., advanced sick leave requests, donated sick leave request, personnel actions, etc.), composing and sending letters to patients when necessary and helping patients get necessary forms or letters processed correctly.
- Attend staff meetings for all the clinics he/she supports, including provider meetings, and will meet daily or weekly with the nurse team leader and clinic director. This ensures that the Supervisory MSA is working with the clinical staff as an integral part of the team and that communication is constantly flowing with the nurse team leader, clinic director, and Chief of HAS.
- Expected to be a communication facilitator, arranging meetings and in-services as necessary to ensure that information and knowledge are communicated to all staff.
- Responsible for providing input to the Chief of HAS concerning policy, and manual updates applicable to the clinic.
- Ensures that all annual training requirements are completed by all staff under his/her supervision in accordance with VA policy.
Major Duties Section continues in Education Section below:
Work Schedule: 7:30AM - 4:00PM, Friday - Tuesday (Includes Weekends)
Recruitment Incentive (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 only
Virtual: This is not a virtual position.
Functional Statement #: 000000
Permanent Change of Station (PCS): Not Authorized
Requirements
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.
- 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.
- Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP).
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.
- 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.
- Certification. None required.
- 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).
Grade Determinations: GS-07
- Experience. One year of experience equivalent to the GS-6 grade level [leading or supervising MSAs or equivalent administrative patient support staff in a non-VA medical inpatient, outpatient, or interdisciplinary setting.
- Demonstrated Knowledge, Skills, and Abilities. Candidates must demonstrate [all of] the KSAs below:
- Ability to provide the full range of administrative and supervisory duties [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 related to administrative functions in a patient support setting].
- Ability to delegate authority, evaluate and oversee people and programs, accomplish program goals, and adapt to changing priorities.
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-07. The actual grade at which an applicant may be selected for this vacancy is at the GS-07.
Physical Requirements: The work is sedentary. Some work may require movement between offices, hospitals, warehouses, and similar areas for meetings and to conduct work. Work may also require walking/standing, in conjunctions with travel to and attendance at meetings and/or conferences away from the work site. Incumbent may carry and lift light items weighing less than 15 pounds.
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: http://ope.ed.gov/accreditation/. 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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.
Continuation of Major Duties:
- Serves as the clinic system coordinator for areas of responsibility, this will include ensuring Veterans Health Information System and Technology Architecture (VistA) access is requested for new employees, ensuring VistA access to continuing employees, and reporting any hardware, software or printer problems as needed within HAS.
- Provides ongoing refresher training to employees with access to HAS VistA packages. These could include Appointment Management, MEANS Test, Pre-registration, Electronic Wait List, Clinic recall, email, and Rx profiles. For CPRS: notes, medication lists, consults lab and clinical notes.
- Ensure that staff enters all information pertaining to patient care correctly.
- Responsible for updating clinic mapping monthly.
- Accesses to the Veteran Health Information Systems and technology Architecture (VistA) Scheduling Package and supervises individuals who have access and is responsible for:
- Following all local and VHA policies and procedures (e.g., VHA Directive 2006-055) dealing with access and utilization of the Scheduling Package and Advanced Clinic Access.
- Completing all mandatory training and assessments.
- Assuring the VistA Scheduling Package is used to schedule all outpatient clinic appointments (including appointments made for clinic visits or consultations for medical, surgical, dental, psychiatric, home care, and diagnostic procedures).
- Assuring informal patient appointment scheduling systems are not used.
- Assuring only the approved VistA Electronic Wait List program is used for clinics having backlogs. No other wait lists or informal system is used for clinical services.
- Responsible for data collection and validation. He/she will ensure that encounter errors (e.g., open encounters) and appointment wait time errors are corrected timely.
- Ensure that consults are addressed by staff in a timely manner. This will include setting goals, assigning, and reviewing work, setting deadlines, and taking corrective ' action when goals are not met.
- Serves as Customer Service Ambassador, working with staff to ensure that patients receive optimal care and service.
- Works with the Chief of HAS, Assistant Chief of HAS, and his/her supervisor to ensure that processes and procedures work efficiently to the benefit of patients. This requires managing clinic patient flow and communication flow. It also includes enforcing rules of etiquette between staff members.
- Makes every attempt to solve concerns of individual Veterans as situations arise.
- Is the Environmental Management Department (EMD) liaison for the clinics he/she supports and will put in work orders as needed. In addition, he/she will ensure equipment is maintained, communicating with the Engineering Department as necessary.
- Ensure that all staff update demographics, collect insurance information at every appointment and required means tests are completed when needed.
- Monitors timely documentation of no-shows and cancellations and scheduling for recall appointments. Incumbent develops detailed procedures and guidelines to supplement established administrative regulations or program guidance, which are like the programs administered by the incumbent.
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:
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
- DD-214/ Statement of Service
- Disability Letter (Schedule A)
- Disability Letter (VA)
- License
- Other (1)
- PCS Orders
- Performance Appraisal
- Professional Certification
- Resume
- Separation Notice (RIF)
- SF-15
- SF-50/ Notification of Personnel Action
- Transcript
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 07/31/2025 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/12769122.
- 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.
- 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.
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.