Supervisory Medical Administration Specialist

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 Divisions 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.

• 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.

• The incumbent is the direct supervisor of: 1.0 Supervisory Medical Support Assistant GS.0 Supervisory Medical Support Assistant GS.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.

• 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 ( Effective May 7 2025 drivers 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)

• 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.

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 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.

• 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 individuals progress and appropriate adjustment of the training program.

• 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)

• 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.

• 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.)

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

• Physical Requirements: The work is primarily sedentary although some slight physical effort may be required.