The VA New Jersey Health Care System (VANJHCS), is recruiting for one(1) Supervisory MSA, within the the Administrative and Outpatient Clinics, Ambulatory Care and Processing Section within the Medical Administration Service (MAS). The Incumbent acts as technical assistant to the Chief, Assistant Chief, and Section Chief, in the Ambulatory Care and Processing Section. S/he navigates the differences in outpatient and in-patient operations. This position is located in East Orange, NJ.

Duties

The incumbent has the primary responsibility of supervising the overall functions of Medical Administration in Ambulatory Care and Processing Section related to Clinic Support Staff, Admission and Discharge area, Clinic Control, Beneficiary Travel, Transfer, Decedent Affairs, Emergency Room, Pre-Admission Testing (PAT), and Legal section. The Supervisory MSA serves as the liaison to other Services to ensure patient care, plans and directs programs at the medical center and other facilities. Advises Section Chief, Assistant Chief, Chief, MAS in budget planning, recommends staffing, space and equipment requirements, assists in development of long and short range goals, prepares reports reflecting operational trends, participates actively in MAS systematic review program, serves as key figure in coordination of matters pertaining to Ambulatory Care and Processing section with professional staff at all levels. Has authority to make decisions in matters pertaining to work design and workflow within the unit and coordinates activities with other areas of MAS. The Supervisory MSA ensures that all staff is crossed training in all areas and all mandatory training is completed in a timely fashion. Composes written training guides for subordinate. Incumbent trains and direct personnel in reviewing entitlement to care of specific individuals following rules and regulations which are constantly changing. She/he navigates the differences in outpatient and in-patient operations, as well as utilizing medical terminology, communicating such, with VA staff, patients and families at the levels to ensure quality patient care. The employee has full administrative and professional responsibility for planning and directing the MSA's activities. He/she has full responsibility as front line supervisor for Medical Support Assistants and Program Support Clerks in the following areas: Admission and Discharge, Receptionists, Beneficiary Travel, Legal/Commitments, Travel, Decedent Affairs, Transfer clerks, Emergency Room clerks and MAS supported clinics. The incumbent supervises up to 40 Medical Support Assistants and Leads, GS-679-5, 6, and 7. Positions include GS-679-5 Program Support Clerk/OA, GS-679-6 Medical Support Clerks, contractors and volunteers. Incumbent manages VA Contract employee and Volunteers to compensate for staffing shortage when needed. Work Schedule: M-F, 8am - 4:30pm Telework: Not available Virtual: This is not a virtual position. Functional Statement #: 21U47A Relocation/Recruitment Incentives: Not authorized Permanent Change of Station (PCS): Not authorized Financial Disclosure Report: Not required

Requirements

Qualifications

Basic Requirements: a. Citizenship. Citizen of the United States. b. 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 Combination. Equivalent combination of experience and education are qualifying for entry level for which both education and experience are acceptable. Certification. None required. Physical Requirements. See VA Directive and Handbook 5019. 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 3.j. GRADE REQUIREMENTS: (1) Knowledge of [ ] MSA Practices. To be creditable, the experience must have demonstrated the 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/non-paid employment as [an] MSA or [an equivalent position in a non-VA hospital or clinic setting]. (2) Quality of Experience. Qualifying experience must be at a level comparable to MSA experience [or equivalent administrative clinical support role in a non-VA medical inpatient or outpatient setting] at the next lower grade level. For all assignments above the full performance level, the higher-level duties must consist of significant scope, administrative independence, complexity (difficulty), and a range of [varieties] as described in this standard, at the specified grade level and be performed by the incumbent at least 25% of the time. (3) Part-Time Experience. Part-time experience as [an MSA or equivalent administrative patient support in] a [non-VA medical inpatient or outpatient setting] is creditable according to its relationship to the full-time workweek. For example, [an] MSA employed 20 hours a week, or on a 1/2-time basis, would receive [one] full-time workweek of credit for each [two] weeks of service. 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. [In addition to the basic requirements for employment listed in paragraph 3 above, the] following [education and experience] criteria must be met when determining the grade of candidates: Supervisory Medical Support Assistant, GS-8 (a) Experience. 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.] (b) Assignment. [Supervisory MSAs at this level plan and direct programs at medical centers and/or satellite outpatient clinics. They have full responsibility for supervising at least one subordinate MSA team leader, supervisor, or equivalent administrative patient support staff in a non-VA medical inpatient, outpatient, or interdisciplinary setting. Assignments at this level include, but are not limited to: 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 final decisions on hiring selections; evaluating performance, and taking disciplinary action when necessary. The employee has administrative and professional responsibility for planning and directing the subordinate lead, supervisor, and MSA's activities. Responsible for extracting and analyzing data to provide reports to senior management in support of tracking measures.] For all assignments above the full performance level, the higher-level duties must consist of significant scope, administrative independence, complexity (difficulty) and range of variety as described in this standard at the specified grade level and be performed by the incumbent at least 25% of the time. (c) Demonstrated Knowledge, Skills, and Abilities. Candidates must demonstrate [all of] the KSAs below: i. 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.] ii. 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. iii. Ability to provide briefings, orientations, staff development, and training [in a patient support setting]. iv. Ability to manage fiscal matters, forecast resource and equipment needs, and identify budget needs. [v. 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.] References: VA HANDBOOK 5005/117 PART II APPENDIX G45 The full performance level of this vacancy is GS-8. The actual grade at which an applicant may be selected for this vacancy is in the range of GS-8 to GS-8. Physical Requirements: Work is sedentary but also demands sitting, standing, walking, bending, twisting, and carrying light items.

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.

Contacts

• Address VA New Jersey Health Care System 385 Tremont Avenue East Orange, NJ 07018 US
• Name: Keisha Smith
• Phone: 520-339-8112
• Email: [email protected]