The Supervisory Medical Support Assistant (MSA) position serves as the direct line supervisor for all Medical Support Assistant staff assigned to the Ward Administration Day Shift section. The scope of work is both administrative and technical. The position ensures compliance, reporting, quality assurance, and various budgetary initiatives are met.

Duties include:

• Adhering to program controls, directly supervising staff, monitoring operations, and providing training on program regulations to direct staff and other employees throughout the medical center.
• Develops and implements strategies for efficient and effective operations designed to meet objectives, budget, and revenue targets.
• Assist with supervisory duties as needed to ensure continuity of operations and adequate oversight, temporarily assuming responsibilities and providing support or guidance to staff until the primary supervisor returns.
• Manages highly visible frontline employees who provide administrative support to clinical staff in various inpatient and outpatient settings.
• Certifies timecards, approves or disapproves annual and sick leave requests, arranges and schedules vacations, and prepares monthly employee schedules to ensure adequate coverage for weekdays, weekends, and holidays.
• Ensures that all supervised employees are informed of the performance requirements of their positions and provides feedback regarding progress and annual competency assessments.
• Coordinates the hiring of new employees for the Ward Administration Unit, interviews candidates using the Performance Based Interview process, and addresses informal complaints or grievances, referring unresolved issues to the supervisor.
• Demonstrates knowledge of inpatient ward and clinic administration processes, and maintains the ability to interact effectively with a variety of clinics throughout the facility.
• Other duties as assigned.

Work Schedule: Monday-Friday 8:00 AM-4:30 PM Rotating weekends and holidays
Functional Statement #: 72322F

Conditions of employment

• You must be a U.S. Citizen to apply for this job.
• To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job.
• Selective Service Registration is required for males born after 12/31/1959.
• Must be proficient in written and spoken English.
• 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 identification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment.
• Must pass pre-employment physical examination.
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP).
• Complete all application requirements detailed in the "Required Documents" section of this announcement.

As a condition of employment for accepting this position, you will be required to serve a 1 or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider:

• 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.

Upon completion of your trial period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

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:

• Citizenship. Be a Citizen of the United States. (U.S). Non-citizens may be appointed when it is not possible to recruit qualified citizens according to 38 U.S.C. § 7407(a).
• Education. High school diploma, General Education Development equivalency certificate, or proficiency certificate from a State or territorial-level Board or Department of Education.
• English Language Proficiency. Candidates must be proficient in spoken and written English in accordance with 38 U.S.C. § 7403(f).

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-08:

1. Experience: One year of creditable experience equivalent to the next lower grade (GS 07)

(Creditable Experience. To be creditable, the experience must have required the use of knowledge, skills, and abilities (KSAs) associated with current MSA responsibilities or an equivalent administrative patient support role in a non-VA medical inpatient or outpatient setting. Experience satisfying this requirement may be paid or non-paid employment as an MSA or an equivalent position in a non-VA hospital or clinic setting.)

1. Knowledge, Skills, and Abilities (KSAs). In addition to the experience above, the candidate must demonstrate the following KSAs:

• 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.
• Ability to organize work, set priorities, and delegate tasks/responsibilities to meet deadlines.
• Skill in communicating with individuals to obtain the desired effect, ensuring compliance with established policies and regulations.
• Ability to provide staff development and training.
• Ability to manage staffing requirements, manage priorities, and coordinate work to complete duties in an accurate and timely manner. This includes the ability to follow up on pending issues and demonstrate an understanding of the impact of incomplete work.
• Ability to review and monitor data to ensure all reports are complete and accurate.

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-08. The actual grade at which an applicant may be selected for this vacancy is GS-08.

Physical Requirements: Position is sedentary in nature, may be required to lift/carry 15-25 lbs. on minimal basis. The work is performed in an office setting. The work will involve extensive use of computer/keyboard. Other physical demands include reaching, bending, stretching, walking and carrying light loads of supplies and/or files. he work is primarily sedentary; however, the Supervisory Medical Support Assistant must be able to meet the physical demands associated with both administrative and supervisory responsibilities. The position requires prolonged periods of sitting, extended computer use, and sustained concentration while reviewing reports, performance data, staff studies, and analytical documents. Regular walking, standing, bending, and carrying light items (such as files, manuals, office supplies, or portable electronic devices) is required.