The Supervisory Medical Support Assistant is located in the Office of Community Care (OCC) at Palo Alto VA Health Care System. The Supervisory Medical Support Assistant plans and directs programs at medical centers and/or satellite outpatient clinics and have full supervisory responsibility.
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: Citizenship: Citizen of the United States. 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 English Language Proficiency: MSAs must be proficient in spoken and written English in accordance with VA policy. 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). Grandfathering Provision. All MSAs employed in VHA in this occupation on the effective date of this qualification standard are considered to have met all qualification requirements for the title, series, and grade held, [which] are [a] part of the basic requirements of the occupation. For employees who do not meet all the basic requirements required in this standard, but who met the qualifications applicable to the position at the time they were appointed to it, the following provisions apply: Such employees may be reassigned, promoted, or [changed to a lower grade] within the occupation. Employees who are appointed on a temporary basis prior to the effective date of the qualification standard may not have their temporary appointment extended or be reappointed, on a temporary or permanent basis, until they fully meet the basic requirements of the standard. If an employee who was converted to [Title] 38 hybrid status under this provision leaves the occupation, the employee loses protected status and must meet the full VA qualification standard requirements in effect at the time of reentry to the occupation. Grade Determinations: One year of experience equivalent to the [GS-7] 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 to at least one 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. 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-8. The actual grade at which an applicant may be selected for this vacancy is a GS-8. Physical Requirements: Work is done in an office setting, mostly sedentary using computers, phones, other office equipment.
The Supervisory Medical Support Assistant (MSA) position serves as a supervisor, technical expert, and advisor to ensure that the work assignments are carried out by the members of the team to perform a variety of support functions in connection with the care and treatment given to patients. The Supervisory MSA works closely with all staff within the assigned region/service area performing the administrative details that are essential to the orderly and efficient accomplishment of each unit's goals. S/He participates in the overall decision-making, policy development, and resource planning for the MSA's. Duties of the Supervisor Medical Support Assistant include, but are not limited to: Developing work schedules and identifying contingency plans for MSA coverage gaps. Maintains staffing and timekeeping records related to sick and annual leave, comp time and overtime, and compiles information for statistical reports. Responsible for generating daily/weekly/monthly reports to ensure the quality of work within the assigned region/service area. They are also responsible for running various local, VISN and national reports to understand staff and the community care program's workload, productivity, and performance. Reports are exported in various databases, analyzed, and used to identify training needs. Prepares and delivers performance evaluations and delivers recommendations for awards and/or advancements. Providing briefings to upper management, as well as subordinates; proactively implements staff development principles and training; prepares staff meeting and training agendas; facilitates staff meetings; develops performance standards, position descriptions, and personal development plans. Able to independently manage positions responsibilities with little supervision as well as set priorities and deadlines, adjusting the flow and sequencing of the work to meet team and patient needs. The incumbent performs other duties as assigned. Work Schedule: Monday - Friday, 08:00am - 04:30pm Telework: Not Available Virtual: This is not a virtual position. Functional Statement #: 03321F Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized