Medical Administration Specialist

Hampton, Virginia
Jan 19, 2021
Jan 26, 2021
Full Time


This position is in the Health Administration Service (HAS) for the Hampton VA Medical Center.

Learn more about this agency


Duties and responsibilities for this position include, but not limited to the following:
  • Responsible for managing and leading the programs and medical support staff related to Primary Care, Outpatient Operations, Community Living Center, Hospice, Inpatient Ward Operations, Medical/SCI Clinic areas, Surgical Clinic and Specialty Clinic, Community Based Outpatient Clinic and APOC locations, Mental Health, ICC, OEF/OIF Clinic and Women's Health Clinic to include any Lead or Supervisory staff in those sections.
  • Responsible for the daily operations and managing of HAS contracts for special mode transportation to include but not limited to wheelchair transportation, ambulance transportation, flight transportation, and Hotel/lodging (if applicable).
  • Responsibilities also include Call Center operations, beneficiary travel claims processing and Veteran enrollment and eligibility. The incumbents will be the designated financial auditor for all contract and financial transaction for HAS.
  • Manages and leads the programs related to Outpatient Administrative Support, which include, but are not limited to: medical support staff for Primary Care, Specialty Care, and Mental Health clinics; management of the EWL/VCL; etc.
  • Plans the work to be accomplished, sets and adjusts short*term priorities, and prepares schedules for the completion of work; has regular meetings in different sites of care to plan for daily, weekly, and long term needs and to adjust schedules accordingly; assigns work based on priorities, the selective consideration of the difficulty and requirements of assignments, and the capabilities of employees; sets priorities and assignments and provides 'tasks and duties' via suspense's, and other work assignments to match the demands to the employee; evaluates the work performance; serves as a first line supervisor to supervisory subordinates and as a second line supervisor to non*supervisory subordinates and is responsible for their performance plans/standards, evaluations, and ratings.
  • Gives advice, counsel, or instruction to employees on both work and administrative matters; serves as a mentor, coach, instructor, and subject matter expert to direct and indirect reports; interviews candidates for positions in the unit.
  • Recommends appointments, promotions, or reassignments to such positions; hears and resolves complaints from employees, referring group grievances and more serious unresolved complaints to a higher level supervisor or manager; effects minor disciplinary measures, such as warnings and reprimands, recommending other action in more serious cases; proposes and works with HR (for guidance on proper methods and documentation) to issue disciplinary actions.
  • Identifies developmental and training needs of employees, providing or arranging for needed development and training; works with subordinates on personal developmental needs and service level education required for proper job success; finds ways to improve production or increase the quality of the work directed.
  • Employs lean management thinking, system redesign principles, and other change leadership concepts in order to promote efficiencies and strive for highest standards; exercises significant responsibilities in dealing with officials of other units or organizations, or in advising management officials of higher rank; ensures the reasonable equity (among units, groups, teams, projects, etc.) of performance standards and rating techniques developed by subordinates or ensuring comparable equity in the assessment by subordinates of the adequacy of contractor capabilities or of contractor completed work.

Work Schedule: 7:30am-4:00pm/ 8:00am-4:30pm, Monday-Friday
Telework: Ad Hoc
Virtual: This is not a virtual position.
Position Description/PD#: Medical Administration Specialist/PD02822A
Relocation/Recruitment Incentives: Not Authorized
Financial Disclosure Report: Not required

Travel Required

Not required

Supervisory status

Promotion Potential


Conditions of Employment

  • You must be a U.S. Citizen to apply for this job
  • Designated and/or random drug testing may be required
  • Selective Service Registration is required for males born after 12/31/1959
  • You may be required to serve a probationary period
  • Subject to background/security investigation
  • Selected applicants will be required to complete an online onboarding process


To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 01/28/2021.

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-09 position you must have served 52 weeks at the GS-07. 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.

You may qualify based on your experience and/or education as described below:
  • Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-07 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: A thorough and comprehensive knowledge of pertinent laws, regulations, policies, guidelines and procedures is required. A broad knowledge and experience in the field of patient administration, both inpatient and outpatient, medical records and related fields of medical administration; Thorough knowledge of varied functions of computer spreadsheets, database computer applications, etc., to produce and maintain a whole variety of documents; Thorough knowledge of statistical (mathematical) analytical principles and computer literacy of the degree that program systems are developed, and data entry and reports retrieval can be made; Knowledge of quality assurance/performance improvement principles sufficient to ensure effective and efficient operations within the respective area of the Service by monitoring performance, outcomes, and customer service, and by implementing systems redesign initiatives in the face of identified deficiencies; Must be able to plan effectively, have sound fundamental knowledge or organizational theory and practice, and have a high degree of skill in oral and written communications; Thorough knowledge of the organizational and interdepartmental relationship on an active acute medical center. Must demonstrate an awareness and appreciation for the pressures and demands of this position and be able to deal effectively with responsibilities. Must be able to maintain cooperative, effective relationships with a wide variety of individuals; Thorough knowledge of VistA with specific knowledge of HAS packages necessary to manage, control, secure, coordinate and implement computer activities; Must demonstrate and apply sound knowledge of English usage and proper formatting and application in preparation of formal correspondence in response to inquiries, reports, audits, etc. Incumbents must have managerial skills with a high degree of aptitude in oral presentation, written communications as well as a sound mathematical base to perform assignments; Must be able to effectively teach, train and orient other staff to data validation methods and monitoring systems; Must have knowledge of laws and regulations regarding Veterans and their eligibility. . OR,
  • Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have completed master's or equivalent graduate degree or 2 full years of progressively higher level graduate education leading to such a degree or LL.B. or J.D., if related? Such education must demonstrate the knowledge, skills, and abilities necessary to do the work and must be from an accredited college or university. (Transcripts Required) 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 of one full year is required for the next lower grade level of the grade GS-9. (Transcripts Required)
You will be rated on the following Competencies for this position:
  • Administration and Management
  • Customer Service
  • Education and Training
  • Teaching Others
  • Team Building

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: This is primarily a sedentary position, but the work requires some walking, bending, stooping and carrying of light objects such as manuals, documents, etc. Concentration and sustained performance under prolonged stress is required because of the time factors involved in completion of work assignments within deadlines.

Work Environment: The employee works in an office/clinical setting. Work areas are generally adequate and shared. Occasional travel is required. Incumbents frequently walks to and interacts with other services throughout the Medical Centers and CBOCs. The incumbents observe established safety standards and practices as defined in the Medical Center Policy guides.

For more information on these qualification standards, please visit the United States Office of Personnel Management's website at .


There is an educational substitution at this grade level.

A transcript must be submitted with your application if you are basing all or part of your qualifications on 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: . 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: .

Additional information

The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal/VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified : applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at .

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.

This job opportunity announcement may be used to fill additional vacancies.

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.

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

If you are unable to apply online view the following link for information regarding an Alternate Application .

How You Will Be Evaluated

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


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.

Resume Reminder - Your resume must include the following for each job listed:
1) Job title and grade level/salary. In order to show that you meet time-in-grade, you must document grades you have held and how long you have held them;
2) Duties (you must include enough detailed information to support your specialized experience);
3) Month, day and year start/end dates (e.g. 04/02/2007 to 04/13/2008);
4) Hours worked per week for each job listed
5) Full Name and address of Employer
6) Name of Supervisor or Contact name
7) Complete phone number of Supervisor/Contact

Background checks and security clearance

Security clearance

Drug test required

Position sensitivity and risk
Non-sensitive (NS)/Low Risk

Trust determination process

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 use this checklist to 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
  • Resume
  • 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 .

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.

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