Duties

Assignments at this level include evaluating the work of subordinate staff; resolving complex problems to ensure patient services are met; evaluating new products, equipment, and systems to make recommendations for improved operations; identifying educational or training needs; making recommendations on hiring selections; evaluating performance, and taking disciplinary action when necessary. Other duties include but are not limited to:

• Supervise, organize and maintain the complex day to day operations of the HBPC and NIC Programs.
• Responsible for data collection, data management, consult management, document management, and personnel management.
• Provide clerical/administrative support and assist other GEC staff members in carrying out goals of the service's programs, including HBPC, NIC, CLC Geri-Pact, Hospice & Palliative Medicine, HHA, CADH, Vet Direct, Medical Foster Home, Transitional Care and Geriatrics Consultation Clinic.
• Assist in the preparing and planning for regulatory surveys in the service line. Participate in emergency management for all GEC programs. Analyze problems and present written and oral recommendations, taking into full consideration the wide range of factors and requirements which effect the GEC programs.
• Work collaboratively with the Administrative Officer for GEC and the HBPC Program Director. Review outgoing correspondence under the supervision of the Program Director for accuracy of information, proper composition, proper format, and determining whether such correspondence conforms to current VA policies and regulations.
• Maintain confidentiality of all office matters and executes discretion in the release of all information.
• Review team appointment schedule to optimize and effectively support the needs of the teams as well as that of the Veterans. Assists team in scheduling home visits per team request. Develop and maintain effective and efficient communication with the patient, caregivers, interdisciplinary HBPC PACT Teams, VA Medical Centers and other agencies.
• Aid in setting priorities and deadlines, ensure timely access to care, ensure appointments are scheduled timely and accurately, monitor HBPC and NIC referrals/consults, discharges, electronic wait list, and pre-assessment to initiate the plan of care and enter appropriate information in the Vista package.
• Monitor and track the use of service vehicles, office supplies, and equipment for the office, answers questions concerning policies and procedures related to support of office services.

Work Schedule: 8am-4:30pm (Monday thru Friday)
Telework: Not Available.
Virtual: This is not a virtual position.
Position Title/Functional Statement #:Supervisory Medical Support Assistant/PD000000
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
• Selective Service Registration is required for males born after 12/31/1959
• You may be required to serve a probationary period
• Subject to a background/security investigation
• Must be proficient in written and spoken English
• Selected applicants will be required to complete an online onboarding process
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP)
• Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Department of Veterans Affairs Personnel

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.
• Experience and Education: (1) 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 (2) Education - One year above high school; or (3) Experience/Education - Equivalent combination of experience and education.
• 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.

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: For Supervisory Medical Support Assistant, GS-8: One year of experience at or equivalent to the next lower grade level GS-7. In addition to the Basic Requirements defined above, the incumbent must demonstrate the following KSAs:

• Ability to provide the full range of administrative and supervisory duties to at least on subordinate MSA supervisor or team leader 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 in a patient support setting.
• Ability to manage fiscal matters, forecast resource and equipment needs, and identify budget needs.
• Advanced knowledge of managing or leading patient support staff in a clinic. This includes independently utilizing reference sources, decision making, and empowering the team to collaborate and resolve problems within a complex systems environment.

Preferred Experience: Prior outpatient clinic or GEC experience.

References: For additional information, please refer to VA Handbook 5005, Part II, Appendix G45 Medical Support Assistant Qualification Standards, GS-0679, dated August 1, 2019. This can be found in the local Human Resources Office.

The full performance level of this vacancy is GS-8.

Physical Requirements: Work requires some walking, standing, and bending, throughout the assigned unit. Sitting is required for typing and data entry. The incumbent answers the phone and types on the computer keyboard from a seated position. Some light carrying of forms, medical records or supplies to various locations across the facility may be necessary.

Education

IMPORTANT: 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: 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: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html .

Additional information

Receiving Service Credit or Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed.

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 to fax a document you do not have in electronic form, view the following link for information regarding an Alternate Application .